Privacy and cookies

This privacy policy explains how we use any personal information we collect about you when you use this website.

What information do we collect about you? How long do we keep this information?

The personal information we collect about you depends upon your use of the site.

  • If you register on this site as a member of the Community Archives and Heritage Group, we collect and store your name and e-mail address for as long as you remain a member.
  • If you also add an entry for your community archive in your directory, and provide your personal name, phone number or e-mail address as the contact details for the archive, these details will be stored and displayed publicly on the website until the entry is amended or deleted. You can edit the entry at any time.  However, we recommend you do not use a personal contact details for this purpose.   An alternative is to set up a generic email address such as nameofarchive@gmail.com as the means of contacting the archive, and then forward mail to any personal addresses from that.
  • If you submit information about an event you are running to our events listing, and provide your personal name, phone number or e-mail address as the contact details for the event, these details will be stored and displayed publicly in the description of the event on the website. However, providing this contact information is optional and we recommend that you do not use personal contact details for this purpose.  We will delete the details of the event after the event is over.
  • If you book a place at one of our events, we collect and store your name, e-mail address and postal address. We do not publish or share this information unless you explicitly ask to be included in a contact list at the event and we will delete the information one year after the event has passed.
  • If you apply for one of our community archive awards, we collect and store your name, e-mail address and postal address as part of the application.  We do not publish or share this information and we will delete the personal information from the awards applications within a calendar year of receipt.
  • If you subscribe to our e-mail newsletter, we transmit your name and e-mail address to our e-mail newsletter provider (Mailchimp), so it is added to the subscription list. You can remove yourself from this subscription list at any time.  We do not store any other copy of your subscription details.
  • If you download a copy of our cataloguing guidelines, and complete the optional form indicating that you are willing to provide feedback on the guidelines when we next update them, we collect and store your name and e-mail address so that we can contact you.  We will delete this information once the next version of the guidelines is issued, or within 10 years (whichever is sooner).

Access to your information and correction

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please contact us via this form or write to us at admin@communityarchives.org.uk.  You may ask us to correct or remove information.

Use of cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

The cookies that this site may store on your computer are listed below.

When leaving a comment, WordPress stores up to three cookies in order to remember your details and save you from having to type them in every time:

  • comment_author (expires after one year)
  • comment_author_email (expires after one year)
  • comment_author_url (expires after one year)

When registering and logging in to add and edit content in the /wp-admin/ area of the site, WordPress stores up to four cookies:

  • wordpress_xxxx (expires after two months; xxxx is a 32 character randomly-generated sequence)
  • wordpress_logged_in_xxxx (expires when you close your browser)
  • wp_settings-1 (expires after one year)
  • wp_settings_times-1 (expires after one year)

On sites where the Google Analytics tracking system is active, the following cookies may be set: _utma, _utmb, etc (these expire after two years).

Please also note that most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.allaboutcookies.org.

Third party cookies

Where content is embedded from other sources, such as Google or Vimeo, those sources may store cookies as a consequence. Where available, we will add links to their privacy policies here:

Web site tracking

Whenever you visit our web site, our host server automatically records each page you visit and the IP address from which you are connecting to us. It also records other information, including your operating system, your web browser, and the web site from which you followed a link to this website (if any).

Additionally, the Google Analytics reporting system may be active. This information is only gathered to establish general usage trends for the site, not to find out information about individual users.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this we b page.

How to contact us

Please contact us admin@communityarchives.org.uk if you have any questions about our privacy policy or information we hold about you.

This page was last updated on 6 July 2018.

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