The VWS will collect the following personal information on its membership form: Name, Address, telephone number, e-mail address, genre of writing and receipt preference.
Membership forms are kept by the Membership Chair of the VWS executive for two years, then shredded if the membership is not renewed. E-mail contact information will be deleted.
Elected members of the VWS executive will have access to personal information for the purposes of the organization that include e-mailing newsletters, informing members of VWS events and relevant business, and other writing-related or organizational activities.
Personal information will only be shared with elected members of the VWS executive or volunteers working on behalf of VWS on specific projects such as Island Writer.
Contest forms will include names, telephone numbers, e-mail addresses and genre of submission. Submissions will be kept for one year and writers may be invited to be published for issues subsequent to the contest issue. Submissions will not be shared with anyone outside of designated contest coordinator and judges unless they are published. After one year, contest submissions will be shredded, and digital copies will be deleted.
Island Writer submissions will be kept for one year. Submission information will include name, e-mail, telephone number and biographical statement. Submissions will not be shared with anyone outside of the designated Island Writerteam. After publication, and after a year, copies of submissions will be shredded, and digital copies will be deleted.
The VWS will designate a Privacy Officer, who will be responsible for the policy and for responding to any complaints.
The VWS will have on its forms, website and newsletter, a Privacy and Consent statement as follows:
“I consent to provide personal information to the Victoria Writers’ Society for the purpose of receiving organizational communication. This information will not be shared with anyone except members of the elected VWS executive, and volunteers working on behalf of VWS on specific projects such as Island Writer.”