Guild Sales Policy (distance selling) The Guild of One-Name Studies is a registered charity (charity no. 802048 registered in England and Wales) dedicated to promoting the public understanding of one-name studies and the preservation and accessibility of the resultant information. As part of its activities, the Guild provides its members and the public with a number of services and the opportunity to: Join the Guild of One-Name Studies Renew their membership subscriptions Book attendance at various seminars organised throughout the year Book attendance at its annual Conference and AGM Purchase a selection of items from the Guild’s online shop Arrange to borrow one-name study books and publications Consumer Protection (Distance Selling) Regulations 2000 The Guild has facilities to enable the majority of the above items to be provided by distance selling. “Distance selling” means all sales of goods and the provision of services other than face to face, including transactions using the internet, by mail order, telephone, fax, and advertising in magazines, newspapers and periodicals. The Guild’s facilities may be provided either by the use of interactive online forms, or by post, email, telephone or fax orders. In the case of online forms, the financial side of the transaction is performed by PayPal’s secure services, and the Guild never sees the user’s financial details such as his credit card number or PayPal account. In these cases, confirmation of the transaction is given directly on the website, and is confirmed by an email from PayPal. In the case of post, email, telephone, or fax requests, the Guild is given the user’s credit card details and will handle these securely as described in “Privacy and Data Protection” below. Delivery The majority of the services and facilities that the Guild offers do not require physical delivery; for instance, membership renewals or bookings for seminars or Conference. In these instances, confirmation of the transaction is provided either directly on the website (for online forms as described above), or by a subsequent email. Where a transaction is for a deliverable item, such as purchases from the bookstall, they will be sent out by the UK Post Office and are expected to be delivered within an average of five working days to UK addresses. Overseas delivery is expected to take up to 20 days. In the case of new members joining the Guild, their membership takes effect straightaway but their “welcome pack” may not arrive within the timeframes shown above. These are sent out in batches, and the timing of each batch may be subject to delays from various causes, so that it can exceptionally be up to three weeks for a UK delivery and four or five weeks for an overseas delivery. Cancellations Deliverable goods A customer has the right to cancel an order for deliverable goods within seven working days after receipt of the goods. This seven-day “cooling-off” period excludes Saturdays, Sundays, and Bank Holidays. Notification of intention to cancel should be received by the Guild within the cooling-off period, in writing. “Writing” includes letter, fax, or email sent to the Guild’s Bookstall Manager, Guild Secretary, or Treasurer. A telephone call will not be acceptable. On receipt of notice within the cooling-off period, the Guild will refund the sale price of goods if, and only if, they are returned in a resaleable condition. The goods are to be cared for by the customer at the customer’s risk. The cost of returning the goods must be paid for by the customer and will not be paid for by the Guild. Payment of a refund will be made by the Guild within 30 days of receipt of the returned goods in a resaleable condition. A charge of £1.00 per order for postages and other costs incurred by the Guild will be deducted from the refund. Refunds will be made by cheque. No refunds will be made in respect of CD-ROMs or disks where the customer has broken the seal or wrapper. Guild services (non-deliverables) No refunds will be made for membership subscriptions paid during the year. If the Guild has been asked to supply a service for a fee, then once the request and the fee for the service have been received by the Guild, it will start to process the request and no “cooling-off” period shall apply, with the consequence that no refund of fee shall be made even if the customer wishes to stop the research. Requests for the refund of fees for Guild Seminars or Conferences will be considered on their merit. Where a cancellation of attendance is received prior to two weeks before the start date of the event, a full refund will be made. Late cancellations may not result in a refund. The laws of England and Wales shall apply to this contract. Return of Faulty Goods The above statement regarding the return of deliverables applies only to the cancellation of an order. In the event that goods supplied are faulty, a refund or replacement will be made upon the return of the faulty goods. Notification of faulty goods should be made to the Guild’s Bookstall Manager or Guild Secretary within 28 days of receipt of the faulty goods. Contacting the Guild Customer Service Full details of how to contact the Guild, by post, email, or telephone, are given under “Contact us” at the foot of the page. Privacy and Data Protection The Guild holds data on its members as needed to allow it to perform its functions. The conditions under which this data is held are detailed in the Data Protection section. For financial transactions performed via online forms, the Guild uses PayPal to manage the buyer’s financial details, passing the transaction over to the secure PayPal website. Consequently the Guild neither sees nor stores any financial data such as credit card numbers or PayPal logins. For financial transactions carried on by post, email, fax, or telephone, where the buyer chooses to use a credit card and so provides the credit card number to the Guild, all financial data is temporarily stored on a commercial “cloud computing” facility until the transaction is processed and reconciled to the Guild’s accounting records. Access to this information is securely held and is available only to the Treasurer and the appropriate postholder responsible for that type of transaction, i.e. the Registrar, Renewals Secretary, Bookstall Manager, or Seminar Organiser. After the transaction is processed and reconciled to the Guild’s accounts, the sensitive information (credit or debit card number) is deleted. Information required to process periodic transactions, such as credit-card Repeat Transaction Authorities, are held securely off-site by the Renewals Secretary.