PRIVACY POLICY

Effective from May 2018. Last updated July 2026.

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Introduction

Privacy and confidentiality of information of all types is central to our work and to the finance sector and other public sector organisations in general. This Privacy Statement sets out an explanation of what we do with any personal information provided to us by users of this website or by users of the administrative services we provide.

This Privacy Statement is a statement of policy. Save for those rights and obligations set out in the Data Protection (Bailiwick of Guernsey) Law, 2017 (the “Law”), it does not of itself establish or create any additional rights for individuals, or further obligations for FWS Ltd.

FWS Ltd may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are content with any changes. This policy is effective from May 2018 and was last reviewed in July 2026.

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Who we are

FWS Ltd (“FWS”, “we”, “us” or “our”) is a Guernsey company which specialises in providing services to committees, boards and councils of charities and non-profit organisations in the Channel Islands, mainly linked to the finance industry (our “Clients”). We cater for all aspects of work involved in our Clients' operation, from event management to bookkeeping to executive secretarial services and more. As part of this work, we collect data from our Clients and from underlying individuals connected with them.

FWS Ltd is the data controller in respect of the personal information described in this Privacy Statement, unless stated otherwise. FWS Ltd is committed to protecting the privacy and security of your personal information. Our registered office is at Les Arquets Farm, Rue a L'Eau, St. Pierre du Bois, Guernsey, GY7 9HB, and our contact details are set out at the end of this Privacy Statement.

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What we collect

Information is collected when individuals register for events and services, and from committee contacts and other staff members within our Clients' organisations, to the extent necessary to carry out our role. We may collect the following categories of information:

• Name, job title and employer

• Postal address, telephone numbers and email address

• Information relevant to billing, invoicing or membership records

• Information provided in connection with events, meetings, elections or committee business

• Other information you choose to provide to us, or that is relevant to marketing communications you have agreed to receive

No personal information is requested, collected or monitored in respect of access to the home page of our website, or other pages providing general information about the firm. Limited personal information is collected only where it is provided to us, for example in respect of requests for our address list, for Client newsletters, or for event registrations and updates.

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Our lawful basis for processing

We process personal information on one or more of the following bases:

• Performance of a contract, or to take steps at your request before entering into a contract (for example, event registration)

• Compliance with a legal obligation (for example, financial or company record-keeping requirements)

• Our legitimate interests, or those of our Clients, in administering committee, association and event business, provided these are not overridden by your interests or fundamental rights

• Your consent, where this has been specifically given (for example, for certain marketing communications), which you may withdraw at any time

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How we use personal information

Personal information you provide will be held and processed by FWS Ltd in accordance with the Law. Except as described in this Privacy Statement, your personal information will not be passed to any other organisation without your prior knowledge, unless we are required by applicable law to do so.

Information provided for the receipt of email updates or newsletters will only be used for that purpose. This enables us, for example, to notify you of relevant updates and to provide you with other information related to our Clients' operations from time to time. If you choose not to provide personal information to us, you may still visit our website, although we may not be able to provide certain services to you.

The procedures covering the security, confidentiality, storage and disclosure of personal information provided to FWS Ltd comply with the Law. The use of the internet to transfer information is not entirely secure, and whilst we take reasonable steps to safeguard your personal information, we cannot guarantee the security of information transmitted to us.

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How long we keep your information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, including to satisfy any legal, accounting or reporting requirements applicable to our Clients' governance and administrative records. Retention periods vary depending on the nature of the information and the Client relationship concerned; for example, committee and governance records are ordinarily retained for the duration of the relevant appointment plus a limited period thereafter, in line with our Clients' record-keeping obligations. Please contact us using the details below if you would like further information about a specific retention period.

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Sharing your information

We occasionally engage other companies to provide limited services on our behalf, such as IT hosting or email distribution platforms. We only provide those companies with the personal information they need to deliver the relevant service, and they are required to maintain the confidentiality of that information and are prohibited from using it for any other purpose. If you would like to receive a list of the service providers we use, please contact [email protected].

Where we act on behalf of a Client (for example, a professional association or committee), personal information may also be shared with that Client, or with third parties nominated by that Client, to the extent necessary for us to perform our administrative and secretarial role.

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International transfers

Guernsey has been recognised by the European Commission, and separately by the United Kingdom, as providing an adequate level of protection for personal data. Where we do transfer personal information outside Guernsey, we take reasonable steps to ensure it continues to receive an appropriate level of protection, whether because the recipient jurisdiction is itself recognised as adequate, or through appropriate contractual safeguards.

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Cookies

This website uses cookies (small pieces of information transferred by your web browser to your device) to ensure the correct operation of the website and to provide basic analytics. You can control or delete cookies through your browser settings; please note that disabling cookies may affect the functionality of the website.

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Automatically collected information

As with most websites, we gather certain information automatically and store it in log files. This includes IP addresses, browser type, internet service provider, referring and exit pages, date and time stamps, and click-stream data. This information does not identify you personally and is used to analyse trends, administer the site, and understand how the website is used.

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Links to other sites

FWS Ltd has no control over, and no responsibility for, the privacy practices of websites or organisations to which this website provides links. The presence of such links does not imply any endorsement, association or affiliation by FWS Ltd with those third parties.

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Your rights

Under the Law, you have a number of rights in relation to your personal information, which you may exercise by contacting us using the details below. These include the right to:

• Be informed about how your personal information is used

• Request access to the personal information we hold about you

• Request that inaccurate personal information be corrected

• Request the erasure of your personal information in certain circumstances

• Request that we restrict our processing of your personal information in certain circumstances

• Object to processing based on our legitimate interests, or for direct marketing purposes

• Request a copy of your personal information in a portable format, where this applies

• Withdraw consent at any time, where processing is based on consent

If you have a concern about how we handle your personal information, we would welcome the opportunity to address this directly in the first instance. You also have the right to complain to the Office of the Data Protection Authority (ODPA), the independent supervisory authority for data protection in the Bailiwick of Guernsey, at www.odpa.gg.

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Keeping your information secure

We maintain appropriate technical and organisational measures to protect personal information against unauthorised access, loss, or disclosure. In the event of a personal data breach affecting your information, we will assess the risk to you and, where required by the Law, notify the ODPA and, where appropriate, notify you directly.

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Children's information

Our services are directed at professional and committee contacts and are not intended for children. We do not knowingly collect personal information from children.

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Acceptance and changes to this policy

By using this site and engaging our services, whether by letter, email or otherwise, you signify your acceptance of this Privacy Statement. We reserve the right, at our discretion, to change, modify, add to or otherwise alter this Privacy Statement at any time. Continued use of our services and/or this website following the posting of any changes will be treated as acceptance of the revised statement.

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Contact us

Should you have any queries regarding this Privacy Statement, or the treatment of any personal information you have provided to us, or if you wish to be removed from an FWS Ltd mailing list or to update information you have provided, please contact us at [email protected], or write to us at:

FWS Ltd, Les Arquets Farm, Rue a L'Eau, St. Pierre du Bois, Guernsey, GY7 9HB