Privacy Notice
Who we are
This website is run by The Sugar Association of London and The Refined Sugar Association ("we", "us"). We are responsible, as data controller, for the personal information collected through it. This notice explains what we collect, why, and the choices you have.
- The Sugar Association of London & The Refined Sugar Association
- 154 Bishopsgate, London EC2M 4LN
- Email: info@sugar-assoc.co.uk
- Telephone: +44 (0)20 7377 2113
If you have any questions about this notice or about how we handle your information, please get in touch using the details above.
What information we collect
We only collect what you send us through the website's forms, plus basic technical information that any website receives. You can browse the site without giving us any personal details.
| Where | What we collect |
|---|---|
| Contact form | Your first and last name, email address and message. |
| Membership registration forms (SAL and RSA) | Your name, company, email address, membership type (Full or Affiliate), your completed registration form and your company's accounts. |
| Spam protection on forms | A check that you are a person and not an automated program. This uses technical information about your device and browser, including your IP address. |
| Member, council and arbitrator lists | The names of council members and arbitrators, and the companies they work for, as published on the website. |
| Server logs | Your IP address, browser type and the pages you request. Our web host records these automatically. |
We count visits to the website using Koko Analytics, a statistics tool that runs on our own website rather than an outside service. It does not use cookies or store your IP address. It tells new visits apart using a temporary scrambled code that is deleted every day, so we only see totals such as page views and the most popular pages. We do not use advertising tools.
How we use your information
We use your information only to deal with your enquiry or application, to run the Associations and to keep the website secure. UK data protection law requires a lawful basis for each use, as set out below.
| What we use it for | Our lawful basis |
|---|---|
| Replying to your enquiry | Legitimate interests: answering questions sent to us. |
| Assessing and processing your membership application, and running your membership | Contract: steps you have asked us to take before becoming a member, and the membership itself. |
| Publishing council, member and arbitrator lists | Legitimate interests: letting the trade see who the members, council and arbitrators are, as part of our arbitration and membership services. |
| Stopping spam, keeping the website secure and counting visits | Legitimate interests: protecting the website and the people who use it, and seeing which pages are used so we can improve the website. |
| Keeping records we are required to keep | Legal obligation. |
Where we rely on legitimate interests, we have checked that our interests are not outweighed by your rights. You can object at any time (see "Your rights").
We do not sell your information, use it for marketing without asking, or make automated decisions about you.
Who we share it with
We share your information only with the service providers that run the website for us, and only what each one needs. They act on our instructions and must keep it secure.
| Provider | What they do | Where |
|---|---|---|
| Jotform Inc. | Receives and stores the contact and membership forms, including uploaded files | Jotform's EU data centre |
| hCaptcha (Intuition Machines Inc.) | Checks form submissions aren't spam | USA |
| Shows the map on the Contact page, and supplies the website's fonts and some of its code | USA | |
| Code delivery networks (Bootstrap CDN, Cloudflare) | Supply some of the code the website needs to display properly | Worldwide |
| 20i Ltd | Hosts the website | UK |
| Skilled Tech Ltd | Maintains the website and may see information while supporting it | UK |
The map, fonts and code providers receive your IP address when your browser loads a page, but no form details.
Where a provider handles information outside the UK, the transfer is protected by UK adequacy regulations (such as the UK–US data bridge) or by contract terms approved by the Information Commissioner's Office (ICO).
We may also share information if the law requires it, for example with the police or a court.
Cookies and content from other sites
Our website does not set its own cookies for visitors. Our visitor statistics work without cookies, and we do not use advertising cookies. Some pages include content from other companies, and those companies may set their own cookies or record your visit:
- Google Maps on the Contact page.
- hCaptcha on the contact and membership forms, to check you are a person.
- Flickr (owned by SmugMug, Inc.), which supplies the photos in our photo galleries.
Links to LinkedIn, Flickr and other websites take you to sites with their own privacy policies, which we do not control.
You can block or delete cookies in your browser settings. If you block them, the map and the forms' spam check may not work.
How long we keep your information
We keep information only for as long as we need it, then delete it securely.
| Information | How long we keep it |
|---|---|
| Enquiries sent through the contact form | Up to 2 years after our last contact with you |
| Successful membership applications | For as long as you are a member, then 6 years |
| Unsuccessful membership applications | 12 months after our decision |
| Names on the published council, member and arbitrator lists | Until the next list update after the person or company leaves the role |
| Form submissions held by Jotform | Deleted from Jotform once copied into our own records, and within 12 months at most |
| Website server logs | For the short period our web host keeps them for security |
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information
- ask us to limit how we use your information
- object to us using your information where we rely on legitimate interests
- ask for information you gave us to be passed to another organisation
To use any of these rights, email info@sugar-assoc.co.uk or write to us at the address above. We will reply within one month. There is normally no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office: ico.org.uk/make-a-complaint or 0303 123 1113.
Changes to this notice
We will update this notice when we change how we use personal information, for example if we add a new form or service to the website. The date below shows when it was last updated.
Last updated: 11 November 2026