Privacy policy

Contents

  1. Introduction
  2. Membership
  3. Schools' Competition
  4. STEM Club Bursary
  5. Imagine! STEM Club
  6. Other events
  7. 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:

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If you provide your consent, which can be withdrawn at any time, we will email you to:

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:

We will keep your information until either:

Schools' Competition

We process teachers' and students' personal data on the lawful basis that it is necessary for the fulfilment of entries to the Schools' Competition. We process judges' personal data on the lawful basis that it is provided freely and with consent as part of the volunteering process.

We collect the following personal data:

We require that a teacher or responsible adult approve each project entry. This ensures that consent by an appropriate adult is obtained for data subjects under the age of 16.

We will send all participants necessary information and instructions relating to competition events by email for the 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:

We will store personal information for the following durations:

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

We may need to retain safeguarding-related information for up to 25 years to comply with our legal requirements and those of our insurance provider.

STEM Club Bursary

We process Bursary applicants' personal data on the lawful basis that it is necessary for the fulfilment of Bursary applications.

We collect the following personal data:

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:

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

Imagine! STEM Club

We process STEM Club applicants' and attendees' personal data on the lawful basis that it is necessary for the fulfilment of STEM Club applications and placements. Parental consent is obtained because the data subject will be under 16.

We collect the following personal data:

Using the details provided, we will contact you as necessary to process your application. We may use personal data, including medical information, to ensure the safety and wellbeing of those attending the sessions.

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

We will keep STEM Club-related personal information for up to one year from the end of the STEM Club programme for which you have applied, unless you are on a waiting list and indicate that you'd like us to keep your information for longer so that you can stay on that list.

If a STEM Club attendee chooses to become a member of the Society then the membership policy will apply.

We may need to retain safeguarding-related information for up to 25 years to comply with our legal requirements and those of our insurance provider.

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:

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

Use of the website

Passive analytics tools on our server collect aggregate information to show usage statistics for our website. Personal information is not collected or stored as part of this process.

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 essential to the correct operation of the website, and you do not therefore need to provide consent for these cookies to be used.

* The CSES website and cloud service are hosted on a secure virtual server provided by Loho Ltd. Some data may be held with a cloud provider such as Microsoft OneDrive or Dropbox, with access limited to those CSES personnel who need it. Copies may be temporarily held on offline devices for backup or processing purposes, for no longer than is required to perform such processing. We will not use any third party service (such as Google) where this would violate the principles set out in this policy.

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