1. Definitions
    1. “UKAPU”, “we”, “us” means the United Kingdom Airsoft Players Union, any committee member working on behalf of it, or any function of its website
    2. “You” means any active or former member of the union, or any visitor of the website.
  2. Introduction
    1. We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will treat your personal information.
    2. By using our website and agreeing to this policy, you consent to the minimal use of cookies in accordance with the terms of this policy.
  3. Credit
    1. This document was created using a template derived from SEQ Legal (http://www.seqlegal.com)
  4. Collecting personal information
    1. We may collect, store and use the following kinds of personal information:
      1. information about your computer and about your visits to and use of this website (including IP address, browser type and version, operating system, referral source, length of visit, page views and website navigation paths)
      2. information that you provide to us when registering with our website, including your e-mail address
      3. information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters
      4. information that you provide to us when using the services on our website, or that is generated in the course of the use of those services
      5. information relating to any purchases you make in regards to your continuing membership of UKAPU, including name and gateway provider information
      6. information contained in or relating to any communication that you send to us or send through our website; and
      7. any other personal information that you choose to send to us
    2. Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this policy.
  5. Using personal information
    1. Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
      1. We may use your personal information to:
      2. administer our website and business
      3. personalise our website for you
      4. enable your use of the services available on our website
      5. send you goods purchased through our website
      6. send statements, invoices and payment reminders to you, and collect payments from you
      7. send you email notifications that you have specifically requested
      8. provide third parties with statistical information about our users (but those third parties will not be able to identify any individual user from that information)
      9. deal with enquiries and complaints made by or about you relating to our website
      10. keep our website secure and prevent fraud
    2. If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
    3. Your privacy settings can be used to limit the publication of your information on our website, and can be adjusted using privacy controls on the website.
    4. We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party’s direct marketing.
    5. All our website financial transactions are handled through our payment services provider, WooCommerce. You can review the provider’s privacy policy at https://www.woothemes.com/woocommerce. We will share information with our payment services provider only to the extent necessary for the purposes of processing payments you make via our website, refunding such payments and dealing with complaints and queries relating to such payments and refunds.
  6. Disclosing personal information
    1. We may disclose your personal information to any of our volunteers and committee members insofar as reasonably necessary for the purposes set out in this policy.
    2. We may disclose your personal information:
      1. to the extent that we are required to do so by law
      2. in connection with any ongoing or prospective legal proceedings
      3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk)
      4. to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information
    3. Except as provided in this policy, we will not provide your personal information to third parties.
  7. Retaining personal information
    1. This section sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
    2. Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
    3. Without prejudice to s.7(b), we will usually delete personal data falling within the categories set out below at the date/time set out below:
      1. Subscription data will be deleted after one calendar year after the expiry of that subscription
    4. Notwithstanding the other provisions of this section, we will retain documents (including electronic documents) containing personal data:
      1. to the extent that we are required to do so by law;
      2. if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
      3. in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk).
  8. Security of personal information
    1. We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
    2. We will store all the personal information you provide on our secure (password- and firewall-protected) servers.
    3. All electronic financial transactions entered into through our website will be protected by encryption technology.
    4. You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
    5. You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).
  9. Amendments
    1. We may update this policy from time to time by publishing a new version on our website.
    2. You should check this page occasionally to ensure you are happy with any changes to this policy.
    3. We may notify you of changes to this policy by e-mail or other relevant methods of communication.
  10. Your rights
    1. You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
      1. the payment of a fee (fixed at £10 until May 25, and £0 GBP thereafter); and
      2. the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
    2. We may withhold personal information that you request to the extent permitted by law.
    3. You may instruct us at any time not to process your personal information for marketing purposes
    4. You may instruct us at any time to no longer possess your personal information
  11. Third party websites
    1. Our website includes hyperlinks to, and details of, third party websites.
    2. We have no control over, and are not responsible for, the privacy policies and practices of third parties.
  12. Updating information
    1. Please let us know if the personal information that we hold about you needs to be corrected or updated
  13. Cookies
    1. Our website uses cookies (yum!)
    2. A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
    3. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
    4. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
    5. We use both session and persistent cookies on our website.
    6. The names of the cookies that we use on our website, and the purposes for which they are used, are set out below:
      1. PHPSESSID – random identifier, used for session management.
      2. _wpfuuid – random identifier, used for form management.
      3. __distillery – used for a gallery plugin
      4. wordpress_test_cookie – a test cookie for WordPress authentication only
      5. woocommerce_items_in_cart – how many items are in the cart
      6. wp_woocommerce_session_<x> – session identifier for cart
      7. woocommerce_cart_hash – cart
    7. For more information about cookies, please visit https://ico.org.uk/for-the-public/online/cookies/