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Privacy Policy

This privacy policy applies between you, the User of this Website and City of Oxford Rowing Club, the owner and provider of this Website. City of Oxford Rowing Club takes the privacy of your information very seriously. This privacy policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

This privacy policy should be read alongside, and in addition to, our Terms and Conditions, which can be found at: http://oxfordrowingclub.org.uk/terms-conditions/

Please read this privacy policy carefully.

Definitions and interpretation

  1. In this privacy policy, the following definitions are used:
Datacollectively all information that you submit to City of Oxford Rowing Club via the Website. This definition incorporates, where applicable, the definitions provided in the Data Protection Laws;
Cookiesa small text file placed on your computer by this Website when you visit certain parts of the Website and/or when you use certain features of the Website. Details of the cookies used by this Website are set out in the clause below (Cookies);
Data Protection Lawsany applicable law relating to the processing of personal Data, including but not limited to the Directive 96/46/EC (Data Protection Directive) or the GDPR, and any national implementing laws, regulations and secondary legislation, for as long as the GDPR is effective in the UK;
GDPRthe General Data Protection Regulation (EU) 2016/679;
City of Oxford Rowing Club, or usCity of Oxford Rowing Club, located at City Boathouse, Meadow Lane, Oxford, OX4 4BL;
UK and EU Cookie Lawthe Privacy and Electronic Communications (EC Directive) Regulations 2003 as amended by the Privacy and Electronic Communications (EC Directive) (Amendment) Regulations 2011;
User or youany third party that accesses the Website and is not either (i) employed by City of Oxford Rowing Club and acting in the course of their employment or (ii) engaged as a consultant or otherwise providing services to City of Oxford Rowing Club and accessing the Website in connection with the provision of such services; and
Websitethe website that you are currently using, http://oxfordrowingclub.org.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

2. In this privacy policy, unless the context requires a different interpretation:

  • the singular includes the plural and vice versa;
  • references to sub-clauses, clauses, schedules or appendices are to sub-clauses, clauses, schedules or appendices of this privacy policy;
  • a reference to a person includes firms, companies, government entities, trusts and partnerships;
  • "including" is understood to mean "including without limitation";
  • reference to any statutory provision includes any modification or amendment of it;
  • the headings and sub-headings do not form part of this privacy policy.

Scope of this privacy policy

3. This privacy policy applies only to the actions of City of Oxford Rowing Club and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website including, but not limited to, any links we may provide to social media websites.

4. For purposes of the applicable Data Protection Laws, City of Oxford Rowing Club is the "data controller". This means that City of Oxford Rowing Club determines the purposes for which, and the manner in which, your Data is processed.

Data collected

5. We may collect the following Data, which includes personal Data, from you:

  • IP address (automatically collected);
  • web browser type and version (automatically collected);
  • operating system (automatically collected);
  • geo location: country of origin ;
  • user sessions - pages visited, frequency, duration;
  • contact form submissions - name;
  • contact form submissions - contact number;
  • contact form submissions - email;
  • contact form submissions - message/enquiry;
  • in each case, in accordance with this privacy policy.

How we collect Data

6. We collect Data in the following ways:

  • data is given to us by you; and
  • data is collected automatically.

Data that is given to us by you

7. We collect Data in the following ways:

City of Oxford Rowing Club will collect your Data in a number of ways, for example:

  • when you contact us through the Website, by telephone, post, e-mail or through any other means;
  • google analytics;
  • visitor contact form submissions for our learn to row course and general inquiries contact form;

in each case, in accordance with this privacy policy.

Data that is collected automatically

8. To the extent that you access the Website, we will collect your Data automatically, for example:

  • we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content.
  • we will collect your Data automatically via cookies, in line with the cookie settings on your browser. For more information about cookies, and how we use them on the Website, see the section below, headed "Cookies".

Our use of Data

Privacy Policy

9. Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

  • internal record keeping;
  • improvement of our products / services;

in each case, in accordance with this privacy policy

10. We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed "Your rights" below).

Who we share Data with

11. We may share your Data with the following groups of people for the following reasons:

  • Squad Captain / Course Tutor / Coach - User Contact Form Submission - provides to you a point of contact for your inquiry, providing information on squads and/or courses and events provided by the club.
  • Web Design Team and/or selected Club Committee Members - Google analytics i.e. measure usage statistics in popularity of page views, content and information provided to our visitors in real-time, compare the data to previous periods. 

in each case, in accordance with this privacy policy.

Keeping Data secure

12. We will use technical and organisational measures to safeguard your Data, for example:

  • access to your account and/or storage of your personal data is controlled by a secure password and a user name.
  • we store your Data on secure servers using a security plugin to help safeguard the website from cyber attack.
  • we take all reasonable measures in protecting your data from unauthorised access by 3rd parties

13. Technical and organisational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorised access to your Data, please let us know immediately by contacting us via this e-mail address: enquiries@oxfordrowingclub.org.uk

14. If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org Get Safe Online is supported by HM Government and leading businesses.

Data retention

15. Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

16. Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

Your rights

17. You have the following rights in relation to your Data:

  • Right to access - the right to request (i) copies of the information we hold about you at any time, or (ii) that we modify, update or delete such information. If we provide you with access to the information we hold about you, we will not charge you for this, unless your request is "manifestly unfounded or excessive." Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why.
  • Right to correct - the right to have your Data rectified if it is inaccurate or incomplete.
  • Right to erase - the right to request that we delete or remove your Data from our systems.
  • Right to restrict our use of your Data - the right to "block" us from using your Data or limit the way in which we can use it.
  • Right to data portability - the right to request that we move, copy or transfer your Data.
  • Right to object - the right to object to our use of your Data including where we use it for our legitimate interests.

18. To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this e-mail address: webmaster@oxfordrowingclub.org.uk

19. If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner's Office (ICO). The ICO's contact details can be found on their website at https://ico.org.uk/

20. It is important that the Data we hold about you is accurate and current. Please keep us informed if your Data changes during the period for which we hold it.

Links to other websites

21. This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This privacy policy does not extend to your use of such websites. You are advised to read the privacy policy or statement of other websites prior to using them.

Changes of business ownership and control

22. City of Oxford Rowing Club may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of City of Oxford Rowing Club. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this privacy policy, be permitted to use the Data for the purposes for which it was originally supplied to us.

23. We may also disclose Data to a prospective purchaser of our business or any part of it.

24. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

Cookies

What Are Cookies? What is a Cookie?

A cookie is a small text file that is downloaded onto ‘terminal equipment’ (eg a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.

Our Use of Cookies

25. This Website may place and access certain Cookies on your computer. City of Oxford Rowing Club uses Cookies to improve your experience of using the Website. City of Oxford Rowing Club has carefully chosen these Cookies and has taken steps to ensure that your privacy is protected and respected at all times.

26. All Cookies used by this Website are used in accordance with current UK and EU Cookie Law.

27. Before the Website places Cookies on your computer, you will be presented with a message bar requesting your consent to set those Cookies. By giving your consent to the placing of Cookies, you are enabling City of Oxford Rowing Club to provide a better experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of the Website may not function fully or as intended.

Should you decide to reject the use of cookies, those cookies can be re-enabled using the Reset Cookies Button at any time using a button link found here:

Note: Selecting the below button will toggle your choice in the use of cookies, this can be selected at any time. Disabling the use of cookies will have some impact on your user experience and/or features available when visiting the website.

[wpca_btn_reset_consent txt="Reset your consent" txt_resetting="Resetting now.."]

28. This Website may place the following Cookies:

Type of CookiePurpose
Strictly necessary cookiesThese cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services
Analytical/performance cookiesThey allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookiesThese are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

You can find a list of Cookies that we use in the Cookies Schedule.

Cookie Schedule

Below is a list of the cookies that we use. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know.

Strictly Necessary Cookies
Description of CookiePurpose
wp-settings-Wordpress sets a few wp-settings (User ID) cookies. The number on the end is your individual user ID from the users database table. This is used to customise your view of the admin interface, and possibly also the main site interface. This cookie is only applicable to registered users and/or website administrators.
Analytical/performance Necessary Cookies
Description of CookiePurpose
Google AnalyticsGoogle Analytics is a simple, easy-to-use tool that helps website owners measure how users interact with website content. As a user navigates between web pages, Google Analytics provides website owners JavaScript tags (libraries) to record information about the page a user has seen, for example the URL of the page. The Google Analytics JavaScript libraries use HTTP Cookies to "remember" what a user has done on previous pages / interactions with the website.
_gaThis cookie is used to distinguish unique users by assigning a randomly generated number as a client identifier. It is included in each page request in a site and used to calculate visitor, session and campaign data for the sites analytics reports. By default it is set to expire after 2 years, although this is customisable by website owners.
_gidUsed to distinguish users.
_gatThe analytics plugin sends a request to stats.g.doubleclick.net that is used to enable advertising features. The plugin creates a new cookie named _gat that has a one minute timeout. This cookie does not store any user information; it's just used to limit the number of requests that have to be made to doubleclick.net.
wordpress_
Wordpress cookie for a logged in user. This cookie is only applicable to registered users and/or website administrators.
wordpress_logged_in_
Wordpress cookie for a logged in user. This cookie keeps your browser session open when logged into the CMS backend of the website. This cookie is only applicable to registered users and/or website administrators.
wp-settings-time-
Wordpress sets a few wp-settings-{time}- (User ID) cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of the admin interface, and possibly also the main site interface. This cookie is only applicable to registered users and/or website administrators.


Functional Cookies
Description of CookiePurpose
WeePie Cookie Cookie ConsentThese cookies are required to show the cookie notification bar, remember your cookie acceptance choice and apply this choice.
wpca_consentvalues: 0=no consent, 1=consentexpiration time: 365 days
wpca_ccvalues: functional,analytical,social-media,advertising
expiration time: 365 days
wordpress_test_cookie
WordPress sets this cookie when you navigate to the login page. The cookie is used to check whether your web browser is set to allow, or reject cookies.
3rd Party Cookies Policy

Some of the features on this website make use of third-party applications and services to enhance the experience of visitors. This includes and may not be limited to UTUBE Videos, Facebook & Social Media, Google Maps. As a result, cookies may be set by these third parties, and used by them to track your online activity. We have no direct control over or access to the information that is collected by these cookies. We recommend consulting the individual privacy policies of any such services for more information.

Some examples of the 3rd party cookies found when using plugins or features containing data and/or links to external sources include the following:

Description of CookiePurpose
NIDThis cookie is set by DoubleClick (which is owned by Google) to help build a profile of your interests and show you relevant ads on other sites.
The main purpose of this cookie is: Targeting/Advertising
GPSUsed by YouTube (Google) for tracking  your GPS location in order to provide information or advertising more prevalent to your current geogrpaphical location
PREFUsed by YouTube (Google) for storing user preferences and other unspecified purposes - https://www.google.com/policies/privacy/
VISITOR_INFO1_LIVEUsed by YouTube (Google) for storing user preferences and other unspecified purposes - https://www.google.com/policies/privacy/
YSCUsed by YouTube (Google) for storing user preferences and other unspecified purposes - https://www.google.com/policies/privacy/

Once our cookie policy has been initially accepted, cookies may be installed by these third parties. It should be noted that changing or rejecting your consent to the use of cookies on this website will not automatically delete/block these third parties cookies once they have already been installed. Cookies may however be deleted manually by clearing your browser.

30. You can choose to enable or disable Cookies in your internet browser. By default, most internet browsers accept Cookies but this can be changed. For further details, please consult the help menu in your internet browser.

31. You can choose to delete Cookies at any time; however you may lose any information that enables you to access the Website more quickly and efficiently including, but not limited to, personalisation settings.

32. It is recommended that you ensure that your internet browser is up-to-date and that you consult the help and guidance provided by the developer of your internet browser if you are unsure about adjusting your privacy settings.

33. For more information generally on cookies, including how to disable them, please refer to aboutcookies.org. You will also find details on how to delete cookies from your computer.

General

34. You may not transfer any of your rights under this privacy policy to any other person. We may transfer our rights under this privacy policy where we reasonably believe your rights will not be affected.

35. If any court or competent authority finds that any provision of this privacy policy (or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this privacy policy will not be affected.

36. Unless otherwise agreed, no delay, act or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy.

37. This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to this privacy policy

38. City of Oxford Rowing Club reserves the right to change this privacy policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the privacy policy on your first use of the Website following the alterations.

You may contact City of Oxford Rowing Club by email at webmaster@oxfordrowingclub.org.uk.

Attribution

39. This privacy policy was created using a document from Rocket Lawyer (https://www.rocketlawyer.co.uk).

Document Date: 25 May 2018

Version: 1.0