What is this Privacy and Cookie Policy for?

This policy is for the Old Shebbearians’ Association (OSA) and its website https://www.oldshebbearian.co.uk. It governs the privacy of our members and the users of our website.

The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. It also details the way this website processes, stores and protects user data and information.

It was first published on 7th October 2016 and last updated on 19th May 2018.

Who we are

The OSA is a member organisation whose purpose is set out elsewhere on this website. In the course of operating the organisation and running this website its committee takes a proactive approach to user privacy in order to ensure that the necessary steps are taken to protect the privacy of our users. This website and the organisation complies to all UK national laws and requirements for user privacy.

What personal data we collect and why we collect it

The OSA collects the following data:

  1. Information is shared between Shebbear College and the OSA on the graduation of students in line with the membership terms set out between parents and the school whilst individuals attend the school. This is a consent based exchange of information and is subsequently used by the Association to welcome individuals and extend invitation to them for continued participation in alumni activity associated with the College.
  2. The OSA requests information from its members on an ongoing basis to ensure that we have up to date information about them and are able to tailor our communications to them, and their peers within the organisation. This information is either mandatory or optional.
    • First name and surname (mandatory) to allow us to communicate in a personalised way
    • Email address (mandatory) to allow us to send emails relating to upcoming events, news and communicate other information that is understood to be pertinent to the particular interests of segments of the OSA where that is the preference of the member
    • Address (optional) to allow us to:
      • distribute items of post where that is the preference of the member
      • coordinate localised gatherings of OSA members
    • The year an individual started at, and left, Shebbear College (optional) to allow us to segment our membership and tailor our communications accordingly. For example, by acknowledging the 10th, 25th, or 50th anniversary of a particular cohort joining or leaving Shebbear College.
    • The profession or industry of an individual (optional) to allow us to encourage collaboration and support between peers from the same background and to offer current Shebbear College students access to individuals who can support and advise them on their future careers
    • Where an individual has studied (optional) to allow us to encourage collaboration and support between peers from the same academic institutions and to offer Shebbear College students access to individuals who can support and advise them on their further education or training options
    • Whether an individual would be willing to offer themselves as a mentor (optional) to ensure that there is recorded consent from someone to be contacted in relation to their industry, profession or place of further education.
    • Communication preferences (mandatory) to ensure that explicit consent is provided by OSA members to be contacted the organisation on an ongoing basis.
  3. The OSA hosts ticketed events for members. Where tickets are sold through this website the OSA collects further personal data, held separately from the information detailed at point 2 above. In all these cases the information is provided by the individual in order to complete a transaction and therefore the OSA has consent to retain the information. The information includes:
    • Attendee name (mandatory) to ensure that we can order the correct meal for the correct person and connect a financial transaction to the order
    • Years of attendance at Shebbear College (mandatory) to allow the OSA Secretary to group contemporaries together during the dinner
    • Address (mandatory) recorded as part of the ticket purchase process in order to ensure that no fraudulent activity is taking place
    • Dietary requirements (optional) to ensure an individual enjoys their meal in accordance with their needs
    • Credit card transaction data is processed by a third party service (Braintree Payments) and obfuscated to all members of the Old Shebbearians’ Assocation. The services the OSA uses to handle payment for events are governed by the Payment Card Industry compliance standards but further information about these can be obtained by contacting info@oldshebbearian.co.uk

Use of Cookies

The OSA website uses cookies to improve your experience whilst visiting the website. Cookies are small files saved to a user’s computer which tracks, saves and stores information about their interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.

Analytics

This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. You can read Google’s privacy policy for further information.

Who we share your data with

The OSA works alongside Shebbear College and the Friends of Shebbear College to further the aims of the school and its students. Where the OSA knows of specific individuals or groups within its membership that might benefit from closer working with either of those organisations it will either communicate to all members (through the website, by email or letter) or facilitate targeted conversations between individuals and those other groups.

How long we retain your data

As an alumni organisation the OSA intends to hold membership data from the point at which an individual leaves Shebbear College on an indefinite basis. Where the OSA becomes aware of the death of a member then the associated information will be deleted. Equally, should an individual wish to exercise their right to be forgotten, then their associated information will be deleted. Anyone wishing to exercise that right should contact info@oldshebbearian.co.uk.

What rights you have over your data

If you are a member of the OSA then you can request to receive a file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Contact & communication

Users contacting the OSA do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.

This website and the OSA use any information it has received to provide further information about the events or services we offer or to assist in answering any questions or queries you may have. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the OSA. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your contact details are not passed on to any third parties.

Should you wish to contact the OSA about any queries please do so using info@oldshebbearian.co.uk.

Email newsletter

This OSA operates an email newsletter program, used to automatically update subscribers about new content posted to this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.

Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website’s email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity (this is by no far a comprehensive list). This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.

In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

The email newletter service is provided by Mailchimp. You can read Mailchimp’s privacy policy for further information.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.

This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls (web addresses), this is an example: http://bit.ly/zyVUBo.

Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.