Privacy Policy for Coylumbridge Highland Lodges Club Website & Mailing List

This page details the Privacy Policy for this website and its associated Mailing List.

Who are we?

This website is operated by the Committee of Coylumbridge Highland Lodges Club (hereafter “The Club” or “Club”).  Our website address is http://www.coylumbridge.info.

The Club make every effort to ensure that the information published on this site is correct. However, the Club do not warrant or assume any legal liability for the accuracy of any information disclosed.

The Club are not responsible for the contents of any off-site pages or links referenced. The presence of a hyperlink from a page does not imply any kind of endorsement of the content of these pages or links by Coylumbridge Highland Lodges Club.

What personal data do we collect?

Whenever a Guest, Club Member or Editor visits the website we record no personal data concerning your visit.  In other words, we do not record who or where you are by any means which would allow us to personally identify you.  Exceptions to this are if you choose to join our mailing list, or if you choose to send a message to the Committee via our Contact Form.

Whenever a user with Administrator privileges logs in to the web site we record their IP address, hostname and general location, as identified by the IP address.

What is this data used for?

We use details of Administrator logins as a precaution against internet based site attacks, and keep the information only for a short time.

Use of the Mailing List

For the Mailing List to function, it is a fundamental requirement that we hold personal data about you so that we may contact you with Mailing List updates.

What do we collect?

  • member’s name
  • member’s email address
  • date and time of joining the Mailing List

Data is supplied in a web form by a Club Member when they sign up using the website mailing list page.  We require that the new subscriber confirms their addition via a “double opt in” method.  In other words we will send you an email, which you must reply to to verify that you want to be on the list.

We also require subscribers to verify that they have read and agree with our Privacy Policy by means of ticking the checkbox when they register.

It is a condition of joining the mailing list that the person must be a Club Member.  For this reason, we require your name to allow the Club administrators to verify your entitlement.  We need to store your email address since sending information to that address is fundamental to the service which you have signed up for.

What is this personal data used for?

We use members’ data for the administration of our members’ mailing list, and hence the communication of relevant information to you (but only if you want to receive it).

Use of the Contact Form

Whenever you use the Contact Form to contact the Club Committee, the data you enter is sent directly to the Club Secretary via email.  This data is not stored on the website.

The data sent to the Club Secretary comprises:

  • your name
  • your email address
  • the subject of your message
  • the content of your message
  • your lodge number (if supplied)
  • your weeek number (if supplied)

Since this data is voluntarily provided by you, and is treated exactly as a regular email (and furthermore is not stored by this website), there are no GDPR implications for the website.  The Contact Form is acting solely as a mail forwarder.

Use of Cookies by Us

This site uses WordPress and Google Analytics cookies.

Cookies are small files that a website inserts on your hard-drive when you visit a website. Google Analytics uses these to track visits to our site and your journey through it. The Google Privacy Policy also applies for data collected via Google Analytics.

You may delete and block these using your browser settings  (or see How to opt out of being tracked by Google Analytics via a browser plugin.)

Note however that if you wish to log in and access member only information, WordPress cookies are required (you could choose to whitelist this site).

These cookies are listed in detail on our Cookies page.

Contributor Data

Because we do not allow members to post content to this website, there is no concern about personal data associated with such posts.

Photographic Data

All photographs used on the site are copyright of Coylumbridge Highland Lodges Club, unless clearly stated in accompanying text.

Because we do not allow members to upload images to this website, there is no concern about embedded location data (EXIF GPS).

Who has access to your data?

The information held by the Club may be accessed by database administrators acting on behalf of the Club.

Who do we share your data with?

Because we use a Google Analytics plugin, anonymised visitor data is sent immediately to Google data servers to allow us to study visitor patterns, which allow us to assess the usefulness of the website and, for example, make adjustments to site layout based on this analysis (for example, to give easier access to a frequently viewed page).

The Mailing List database contains names and email addresses of subscribers.  This information is not shared with any third parties and is not used for any purposes other than Mailing List transmissions.

Where is your data stored?

This website is served from a Heart Internet web server.  Their primary data centre is in Leeds (UK).   By having their own data centres, they claim to have built in a secure and resilient network infrastructure and do not rely on third-party solutions.  Their  data centres are staffed 24 hours a day every day of the year, with extensive physical security measures, including strict access control and CCTV.

Your personal data is held in a Database Server in the Heart Internet primary data centre.

How do we protect your data?

The database containing your data is automatically backed up on a daily basis and held offsite by the Database Administrator.  This allows the rebuilding of the database should it be necessary for whatever reason.

The website and database are protected by WordPress security features as protection against the threat of security breaches.  Also, security patches and other updates are applied in timely fashion, typically within a few days of release.

How long do we retain your data?

If you join the mailing list, your name and email address are retained indefinitely, or until you cancel your subscription. This is so we can continue to send you communications from the Club.

For users that register on our website (the only personalised accounts are for Editors), we also store the personal information they provide in their user profile.   These users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

If your subscription is not completed, i.e. you applied to join but either never received the “double opt in” request from the website or did not confirm your subscription having received it, your details will be deleted from the database within a reasonable time, no longer than annually.

What rights do you have over your data?

If you are a Mailing List subscriber, you may ask us what information we hold about you by contacting the Secretary.  You may instruct its modification or deletion at any time.  In practice we recommend that you do this yourself by using the “unsubscribe” link contained in all Mailing List transmissions, and if appropriate resubscribing using your updated email address.  If you wish you may request this from the Secretary.

If you have an account on this site (i.e. you are either an Editor or an Administrator), you can request details 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.

How you can check what data we have about you?

If you want to see the personal data we hold about you, you should contact the Club Secretary.  As far as the Club Website and Mailing List goes, this will mean your details held in the Mailing List Database, unless you are a Website Editor or Administrator.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit or specify how your data is used.

  • To provide a mailing list service to our members, a valid email address is required by its nature. Furthermore you must provide your real name to allow Club officials to validate that you are member of the Club, and therefore are entitled to be a mailing list subscriber.
  • You may choose not to receive information emails from our club by not signing up to the mailing list, or asking for your details to be deleted or corrected. You have the option to remove yourself from the mailing list at any time using the removal link provided in every mailing.  Please be aware that this will not remove you completely from the database, and that this function is performed within a reasonable time by the database administrator (at most, annually).  If you wish to be immediately removed you must request this specifically.
  • Any of these options can be implemented for your mailing list membership by contacting the Club Secretary.

What happens if a member dies?

The Club Secretary will ensure that all member data is deleted and will arrange for the mailing list record to be removed from the data base within a reasonable time.

The Short Version

These are the main points of our Privacy Policy. You must agree to the full text when subscribing to our mailing list.

  • This Policy primarily concerns the Mailing List
  • We store your name and email address in an internet database server
  • We only use this data for sending to the Mailing List
  • We do not share your details with any third parties
  • You may contact us to request, amend or delete your personal data
  • You may remove your own data by unsubscribing
  • We will delete your details if you unsubscribe, no later than annually
  • We take measures to protect and secure your data
  • We do not record any information from the Contact Form on this site
  • We only record your logins to the site if you are logging in as an Administrator

Reference Material

You may wish to refer to documentation from other sources to expand your knowledge or the Privacy situation.