This policy explains how and why we collect personal information through our website, how we use it, how we keep it secure, and how individuals whose data we collect can ask us to amend or remove it.

This policy may be updated or amended to comply with changing circumstances or regulations. Please revisit it from time to time to ensure you are happy to consent to any changes.

By using our website, you are agreeing to be bound by this policy.

If you have any questions regarding our policy or our privacy practices, please contact us by emailing privacy@oldcolcestrians.org.

Who we are

The Old Colcestrian Society (OCS) is the official alumni organisation of Colchester Royal Grammar School (CRGS). The society hosts this website in order to facilitate communications between its members and the committee, and to enable members to manage their subscriptions and contact information. For further information about the activities of the OCS, please email info@oldcolcestrians.org.

How we collect information

Registration information for OCS members is collected through an online registration form for the purpose of establishing eligibility and to allow communication between the committee and the members. The information collected consists of the registrant’s name, address, telephone contact details, email address and details of attendance at CRGS. Members can update their information by logging on to the website and accessing their account details.

Use of your information

Information supplied during the registration process may be used to:

• Send you updates from the OCS
• Inform you about forthcoming events
• Seek your views of comments about our services
• Inform you about changes to our services

Profiling

Data collected during the registration process may be used to direct appropriate communications from Colcestrian Futures to individuals or groups of users.

Who has access to your data

Data collected by us or posted by users will never be transferred to a third party for any purpose whatsoever.

Any personal information posted on the website by users will be visible only to themselves and the site administrators, who are members of the OCS committee or acting on their behalf. No access of any kind will be granted to third parties.

Accessing and amending your own information

Users’ registration information will be visible to the user on his or her profile page. Where it is in error, it will be amended by the OCS within 28 days of receipt of the user’s request. Such data will not be visible to other users.

Removal of data

Registration data will be retained during the registrant’s membership of the OCS, and destroyed within 14 days of membership being cancelled.

Any data submitted by persons who are subsequently judged to be ineligible for membership, or who does not complete the subscription process, will be destroyed within 28 days of receipt.

Withdrawal by the user of permission to hold data will be equivalent to the termination of that user’s membership of the OCS. No refund of any subscription fees paid will become due, except at the discretion of the committee.

Security precautions to protect personal information

All user data is stored on a secure server and can be accessed only by the authorised administrators of the website. No sensitive information (such as credit or debit card details) is collected by the OCS site.

Non-sensitive information (such as email addresses etc.) received by us is protected to the best of our ability, but we cannot guarantee the security of information transmitted via the Internet, and such information is provided to us at your own risk. In order to access your account, you will be issued with or will choose a password, and you are responsible for keeping this secure. We ask that you do not share your password with anyone.

Cookies

Like many other websites, the OCS site makes use of cookies. These are small pieces of data stored on your device that are used to facilitate access to the site and to enable certain features. They do not contain any personal information that could identify you. It is possible to switch off cookies using your browser preferences, though doing so may impair the functionality of our website.

Review of this policy

This policy will be reviewed regularly. It was last updated in March 2019.