1. Introduction

Cherub Magazine ("CHERUB", "we", "us" or "our") is an independent digital publication based in the United Kingdom and operates cherubmagazine.co.uk.

We respect your privacy and are committed to handling personal data responsibly and transparently.

This Privacy Policy explains what personal data we collect through our website and publication activities, why we use it, who it may be shared with, how long we keep it and the rights available to you under applicable UK data-protection law, including the UK GDPR and Data Protection Act 2018.

For the purposes of UK data-protection law, Cherub Magazine is the controller of personal data described in this policy.

2. Contact Us About Your Data

For privacy enquiries or to exercise your data-protection rights, contact:
hello@cherubmagazine.co.uk

You may also contact the relevant CHERUB address for an ordinary enquiry:

• Editorial: editorial@cherubmagazine.co.uk
• Careers: careers@cherubmagazine.co.uk
• Advertising: advertise@cherubmagazine.co.uk

3. Personal Data We Collect

Depending on how you interact with CHERUB, we may collect:

• your name and contact details, including your email address;
• information contained in enquiries or correspondence you send to us;
• newsletter subscription information and communication preferences;
• pitches, biographies, portfolio links and other information supplied by prospective or existing contributors;
• CVs, applications, portfolio information and other information supplied when applying for a volunteer role;
• information supplied in advertising, partnership or commercial enquiries;
• information supplied in press or media enquiries;
• account information where authorised users have access to CHERUB systems;
• technical information associated with use of the Site, which may include IP address, browser or device information and website activity, depending on the technologies enabled; and
• cookie and analytics information where you have provided any consent required by law.

Please avoid providing personal information that is not reasonably necessary for your enquiry or application.

4. How and Why We Use Personal Data

We may use personal data:

To respond to enquiries

We use contact details and correspondence to respond to people who contact CHERUB. We generally rely on our legitimate interests in communicating with readers, contributors, industry contacts and others who approach the publication.

To consider editorial pitches and manage contributors

We use information supplied by prospective and existing contributors to consider pitches, communicate about editorial work and manage publication processes. We generally rely on legitimate interests and, where applicable, steps taken at your request before entering into an agreement or performance of an agreement.

To process volunteer applications and manage our team

We use application information, CVs, portfolios and correspondence to assess candidates, communicate about opportunities and administer CHERUB's volunteer team. Depending on the circumstances, we rely on legitimate interests and other applicable lawful bases.

To manage advertising, press and commercial enquiries

We use information provided by brands, agencies, publicists and other organisations to respond to enquiries and manage professional relationships. We generally rely on legitimate interests and, where relevant, steps relating to an agreement.

To send newsletters or other direct marketing communications

Where required, we rely on your consent. You can unsubscribe using the link included in marketing emails or otherwise withdraw consent at any time.

To operate, secure and improve the Site

We may process technical information where necessary to operate and secure the Site and to prevent abuse. Where non-essential analytics or similar technologies require consent, they will not be activated until the required consent has been obtained.

To comply with legal obligations and protect legal rights

We may process or retain information where reasonably necessary to comply with applicable law, establish or defend legal claims, prevent fraud or protect the rights and safety of CHERUB and others.

5. Cookies and Similar Technologies

The Site may use cookies and similar technologies.

Some technologies are strictly necessary for the Site to operate or provide functionality requested by the user. These may be used without consent where permitted by law.

Other technologies, such as certain analytics, advertising or tracking technologies, will only be used where the required consent has been obtained.

When you first visit the Site, our cookie controls should allow you to accept or reject non-essential technologies where consent is required. You can change your choices through the cookie settings made available on the Site.

Simply continuing to browse the Site does not constitute consent to non-essential cookies.

Further information about the specific cookies and technologies used by CHERUB should be available through our cookie settings or Cookie Policy.

6. Services and Organisations We Use

We may share personal data with service providers where reasonably necessary to operate CHERUB. Depending on the relevant activity, these may include providers of:

• website hosting and deployment;
• databases and authentication;
• email and communications;
• analytics;
• cloud storage and collaboration;
• application and form processing; and
• other technical or professional services.

Our current website and communications infrastructure may include services such as Vercel, Supabase, Resend and Microsoft 365.

These organisations may process personal data on our behalf or, in some circumstances, as independent controllers subject to their own privacy information.

We do not sell personal data.

7. International Transfers

Some of our service providers may process or store personal data outside the United Kingdom.

Where UK data-protection law requires safeguards for an international transfer, we take reasonable steps to ensure an appropriate transfer mechanism or safeguard applies, such as applicable adequacy regulations or approved contractual safeguards.

8. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary for the purpose for which it was collected, including where retention is required for legal, security or record-keeping purposes.

In general:

• newsletter information is retained until you unsubscribe or we cease the relevant service;
• ordinary enquiries are retained only for as long as reasonably necessary to respond and maintain appropriate records;
• unsuccessful volunteer application information is retained for a limited period after the recruitment process unless there is a lawful reason to retain it for longer or you agree to be considered for future opportunities;
• contributor information may be retained for the duration of our relationship and afterwards where reasonably necessary for publication records, rights management or legitimate editorial records; and
• technical/security records may be retained for periods appropriate to their security or operational purpose.

Where practical, information that is no longer required will be deleted or anonymised.

9. Who We Share Personal Data With

We may share personal data with:

• members of the CHERUB team who reasonably need access for the relevant purpose;
• service providers supporting our website, email, databases, storage and other operations;
• professional advisers where necessary;
• regulators, law-enforcement authorities or other organisations where disclosure is required or permitted by law; and
• another organisation in connection with a legitimate restructuring or transfer of CHERUB's operations, subject to appropriate protections.

We do not disclose personal data more widely than reasonably necessary for the relevant purpose.

10. Your Rights

Depending on the circumstances, UK data-protection law may give you rights including:

• access to personal data we hold about you;
• correction of inaccurate or incomplete information;
• erasure of personal data in certain circumstances;
• restriction of processing in certain circumstances;
• objection to certain processing, including processing based on legitimate interests;
• data portability in circumstances where that right applies; and
• withdrawal of consent at any time where we rely on consent.

These rights are not absolute and may be subject to exemptions or limitations under applicable law.

To exercise a right, contact hello@cherubmagazine.co.uk.

We will respond within the period required by applicable data-protection law.

11. Complaints

If you have concerns about how we use your personal data, please contact us first so that we can try to resolve them.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.

12. Security

We take reasonable technical and organisational measures designed to protect personal data against unauthorised access, alteration, disclosure, loss or destruction.

However, no online system or method of electronic storage can be guaranteed to be completely secure.

13. Children

CHERUB is a general-audience cultural publication and our website and services are not specifically directed at children.

If we introduce services that intentionally collect personal data from children, we will review the relevant privacy requirements before doing so.

14. Changes to This Policy

We may update this Privacy Policy to reflect changes to our activities, technology or legal obligations.

When we make changes, we will publish the updated policy on this page and revise the "Last updated" date.

15. Contact

For questions about this Privacy Policy or the use of your personal data, contact:
hello@cherubmagazine.co.uk