Privacy policy

Contents

  1. Introduction
  2. Membership
  3. Schools' Competition
  4. STEM Club Bursary
  5. Other events
  6. Use of the website

Introduction

Chelmsford Science and Engineering Society (CSES) is committed to ensuring your privacy and to complying with relevant data protection legislation and best practice.

Please contact the Webmaster if you have any queries about the way we process your data, or wish to exercise any of your rights under data protection legislation.

Membership

We process members' personal data on the lawful basis that it is necessary for the fulfilment of membership subscriptions. We collect the following personal data:

  • Name, email address, postal address
  • Year of birth, gender and place of work (optional)
  • Gift Aid declaration (optional)
  • Payment dates, amounts and methods, including PayPal transaction and subscription IDs where relevant
  • Event attendance history

When necessary, for example at renewal, we will contact you about your membership subscription by email and/or post. You may opt out of non-critical messages at any time.

If you provide your consent, which can be withdrawn at any time, we will email you to:

  • tell you about upcoming events;
  • send you the society newsletter; and/or
  • invite you to volunteer for the Society.

We may refine these messages based on your age, gender and/or employment information where provided.

We will never sell your information, and only share it with third parties as follows:

  • Our systems are hosted in a secure virtual server environment provided by Loho Ltd.
  • If you use PayPal, we will transmit your membership number to them so that payments are credited to your account.
  • We may publish aggregate, statistical reports describing our membership.

We will keep your information until either:

  • three months after your membership expires if it has always been free; or
  • the end of the tax year six years after your membership expires, otherwise.

Schools' Competition

We process teachers', students' and judges' personal data on the lawful basis that it is necessary for the delivery of the Schools' Competition. We collect the following personal data:

  • Name and email address
  • Name of school
  • Teacher's telephone number
  • Teacher's role and department (optional)

Given the above, legislation does not require us to seek parental consent to process personal data for children under 16 years old. Nonetheless, we require that a teacher or responsible adult approve each project entry.

We will send all participants necessary information and instructions relating to competition events by email for the storage durations specified below. We will also send information relating to other key CSES schools' events to students and/or teachers.

We will never sell your information, and only share it with third parties as follows:

  • Our systems are hosted in a secure virtual server environment provided by Loho Ltd.
  • We may need to share teachers' names and work contact details with our partner organisations, including Anglia Ruskin University, to facilitate the safe and effective delivery of the Schools' Competition.
  • We will publish the names and schools of winners.
  • We will circulate photographs taken at the event to all participants, and may use images without personal information for promotional purposes.
  • We may publish aggregate, statistical reports describing competition entries.

We will store personal information for the following durations:

  • Teachers and judges: until removal is requested.
  • Students: until the following competition (typically for one year).

We will keep non-personal information (schools, project titles etc) indefinitely, to produce statistical reports.

STEM Club Bursary

We process Bursary applicants' personal data on the lawful basis that it is necessary for the administration of Bursary applications. We collect the following personal data:

  • Name, email address and telephone number
  • Name and address of school
  • Role and department

Using the details provided, we will contact you as necessary to process your application.

We will never sell your information, and only share it with third parties as follows:

  • Our systems are hosted in a secure virtual server environment provided by Loho Ltd.
  • We will publish the annual value of Bursary awards, and a list of recipient schools.

We will keep Bursary-related information indefinitely, to produce statistical reports and to ensure fairness.

Other events

We collect the names and emails of non-members who attend our events on the lawful basis they are provided freely and with consent.

Using the details provided, we may contact non-members for up to 12 months after attending a CSES event with details of future events. We delete all event attendees' email addresses 12 months after each event. 

We will never sell your information, and only share it with third parties as follows:

  • Our systems are hosted in a secure virtual server environment provided by Loho Ltd.

We will keep names of attendees indefinitely, to produce statistical reports.

Use of the website

Our analytics tools collect aggregate information to show usage statistics for our website.

Your IP address may be held on our server for the duration of your visit to our website to identify you as one visitor, but is not subsequently stored.

Our website uses cookies to maintain session/login information. These are therefore essential to the correct operation of the website, and you do not therefore need to provide consent for these cookies to be used.

Our website also uses Google Analytics, which places a cookie on your device containing an anonymous ID for passive tracking that is used to generate aggregate statistics. If you'd prefer not to be tracked by Google Analytics, you can use a browser plug-in to opt out or adjust your browser's settings.

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