Privacy Policy

Privacy Notice of The Quilters’ Guild of the British Isles

The Quilters’ Guild is committed to protecting and respecting your privacy. This Notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

Any questions regarding this Notice and our privacy practices should be sent by email to or by writing to The Quilters' Guild of The British Isles,
St Anthony's Hall, Peasholme Green, York, YO1 7PW.

If you are a member of The Quilters’ Guild of the British Isles there is an additional policy specifically pertaining to Membership.  The Membership Privacy Notice can be seen here.  Alternatively please contact us.


Who we are

The Quilters' Guild of the British Isles, hereafter known as QGBI, is the data controller.  QGBI is an educational charity run by its members and open to all quilters everywhere. We are registered in England and Wales as a charity, no. 1067361 and a company limited by guarantee, no. 0344731. The Guild is registered as a charity in Scotland no. SC043174. We also operate a subsidiary company, Festival of Quilts Ltd trading as QGBI Enterprises, a company limited by guarantee, no 03538705.

Our registered address is QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

Our representative in relation to data protection is the Chief Executive.  

By opting in to our services you are consenting to the use of your information as described in our Privacy Notice as set out below.

You can opt out of any or all of these services at any time by changing your preferences or unsubscribing.


How we collect information from you

QGBI collects personal information when you register with our websites, make a donation or place an order for products or services, including our newsletters. We may also collect information when you complete surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. Please see the Websites section below for further details about cookies.

We do not source personal data from publicly accessible sources.


The information that is collected

The personal information we collect about you is your name, address, email address, telephone number and the necessary information we need to process payments, as well as information collected about how you use our websites.

If you purchase a service or pay for products from our online shop using a credit or debit card, your card information is not held by us. It is collected by our third-party payment processors who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.  If you pay by telephone, any information we collect about your bank account and credit/debit card is held securely, processed quickly and destroyed appropriately immediately afterwards.


How your information is used

We may use your information to:

  • process shop orders that you have made and, if you have previously agreed, to email you about other products and services we think may be of interest to you;
  • deal with entries into a newsletter competition;
  • seek your views or comments on the work of The Guild;
  • notify you of changes to what we do;
  • send you communications which you have requested and that may be of interest to you;
  • notify you about volunteer activities;
  • process a donation that you have made;
  • book place/s at an event;



Who has access to your information?

We will not sell or rent your information to third parties*.

Our databases have limited access.  They can only be accessed by the authorised employees and they are password protected.

Paper information in regard to payments is stored in locked filing cabinets, accessed by authorised people.

Information we receive from you may be stored on systems that are owned by third parties.  The ones we use are MailChimp (email management service), Shopify (online shop), Cybertill (stock management system), Facebook/Instagram (marketing purposes) and Xero (financial management system).   We use reputable providers and have contracts in place that require them to keep your information secure and not to use it for their own direct marketing purposes.


Information stored and accessed outside the EU:

Some of the data systems we use may store your data and provide access to people from outside the EU for maintenance purposes only.  If this is the case we have contracts in place to confirm that as part of the GDPR obligations, they have taken measures to ensure that any transfer of client data outside the United Kingdom and the European Economic Area complies with applicable data protection laws.



Retention Period

We will keep your information until you unsubscribe.  This may be voluntarily or in response to an email that we send to you if your account has been inactive for two years.  We will continue to keep it for a further twelve months to enable us to aggregate our data and to ensure that we can answer any outstanding queries you may raise after leaving the service.

We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary to comply with the law. After the end of the period the information will be destroyed under controlled conditions.


Your choices

You have a choice about whether or not you wish to receive information from us and what information you wish to receive.

You can amend your choices at any time by updating your email preferences or by contacting The Quilters’ Guild office.


Telephone:      01904 613242

Write:               QGBI, St Anthony’s Hall, Peasholme Green, York YO1 7PW


Your Rights

You have the right to ask for a copy of the information we hold about you, to ask us to correct the information we have about you or ask us to delete the information we have about you. For further information please email

or write to us at: QGBI, St. Anthony’s Hall, Peasholme Green, York, YO1 7PW.

If you think your data is incorrect or has been misused please contact us.

If you are unhappy with our response you have the right to lodge a complaint with The Information Commissioners Office. 


Our Websites

Use of 'cookies' - Like many other websites, the Quilters’ Guild websites use cookies. Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track how the website is used and does not identify you as an individual. For further information visit

It is possible to switch off cookies by setting your browser preferences. Turning cookies off may result in a loss of functionality when using our websites.

Links to other websites - Our websites contains links to other websites. This privacy notice only applies to our websites‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our websites.

Your website account - If you have registered for a Quilters’ Guild website account this will allow you to login to the Membership area of the Quilters’ Guild website which is also covered by this notice. It remains your responsibility to guard your password. You can delete your account at any time.


* Where specific organisation or company is mentioned in this Notice then its terms will apply equally to any successor organisation or company.


Changes to our privacy notice

We keep our privacy notice under regular review and we will place any updates on this web page.


This privacy notice was last updated on 24 October 2018.