Privacy notice for Active Herefordshire & Worcestershire
Active Herefordshire & Worcestershire takes the protection of your privacy very seriously. We will only use your personal information to deliver the services you have requested from us, and to meet our legal responsibilities.
How do we collect information from you?
We obtain information about you when you, or an authorised 3rd party on your behalf, engage us to deliver our services and/or when you use our website for example, when you sign up to receive our newsletter or register as a user on our website.
What type of information do we collect from you?
The personal information we collect from you will vary depending on which services you engage us to deliver. The personal information we collect might include your name, address, telephone number, email address and medical information for some services.
As part of the standard operation of our website information from your computer or mobile device, including, but not limited to, your browser type, operating system, your IP address and the domain name from which you accessed the website may automatically be collected and stored by the equipment of 3rd parties that we have a relationship with for that purpose.
We use the following Cookies on our website:
Description: this Content Management System session cookie is a reference to you for the duration of your visit on the site. It enables us to secure our forms by checking that no one else is pretending to be you.
Duration: the cookie only lasts as long as your visit.
Description: when you select "Use a cookie to remember this" the site sets a cookie to remember who you are. This might be, for example, when logging in to the site.
Duration: this cookie will last for 1 year from when it is first set. After this time, or if you delete the cookie yourself, you will need to re-enter your details on your next visit.
Description: this cookie is used to remember the items that you add to your shopping basket.
Duration: this cookie lasts until you close your browser.
Google Analytics Cookies - _utma, _utmb, _utmc, _utmz, _ga, _gat
_utma: 2 years
_utmb: 1 hour
_utmc: until you close your browser
_utmz: 6 months
_ga: 2 years
_gat: 10 minutes
Google has produced a browser add-on which enables you to opt out of Google Analytics across all websites: tools.google.com/dlpage/gaoptout.
YouTube Cookies - PREF, VISITOR_INFO1_LIVE, YSC
Description: these cookies are set by www.youtube.com. We use YouTube's Privacy Enhanced mode to embed video on our site which means that YouTube won't store information unless you play the video. Please refer to Google's Privacy Policies & Principles for more information.
PREF and VISITOR_INFO1_LIVE: up to 8 months
YSC: expires when you close your browser
Twitter cookies - guest_id, pid
Duration: up to 2 years.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
How is your information used?
In general terms, and depending on which services you engage us to deliver, as part of providing our agreed services we may use your information to:
- contact you by post, email or telephone
- verify your identity where this is required
- understand your needs and how they may be met
- maintain our records in accordance with applicable legal and contractual obligations
- process financial transactions
We are required by our insurers to retain data for example accident reports from events that we deliver. The period of retention is typically five to six years.
Who has access to your information?
We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.
Any staff with access to your information have a duty of confidentiality.
Third Party Service Providers working on our behalf
We may pass your information to our third party service providers, agents, subcontractors or other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.
Please be assured that we will not release your information to third parties unless you have requested that we do so, or we are required to do so by law, for example, by a court order.
How you can access and update your information
Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the 'Contact information' noted below.
You have the right to ask for a copy of the information Active Herefordshire & Worcestershire holds about you.
Security precautions in place to protect the loss, misuse or alteration of your information
Whilst we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
Once we receive your information, we make our best effort to ensure its security on our systems.
Your data will be processed in our office in the UK. However, to allow us to operate efficient digital processes, we sometimes need to store information in servers located outside the UK, but within the European Economic Area (EEA). We take the security of your data seriously and so all our systems have appropriate security in place that complies with all applicable legislative requirements.
We may occasionally contact you by post, email or telephone with details of developments that may be relevant and of interest to you and, where applicable, how we may assist you further. If you do not wish to receive such information from us, please let us know by contacting us as indicated under 'Contact information' below.
Access to your information: You have the right to request a copy of the personal information about you that we hold.
Correcting your information: We want to make sure that your personal information is accurate, complete and up to date and you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information: You have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purposes for which it was obtained
- you have validly objected to our use of your personal information - see 'Objecting to how we may use your information' below
- our use of your personal information is contrary to law or our other legal obligations
- we are using your information with your consent and you have withdrawn your consent - see 'withdrawing consent to use your information' below.
Restricting how we may use your information: In some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information about you that we hold or assessing the validity of any objection you have made to our use of your information. The right might also apply where there is no longer a basis for using your personal information but you do not want us to delete the data. Where this right is validly exercised, we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Objecting to how we may use your information: Where we use your personal information to perform tasks carried out in the public interest then, if you ask us to, we will stop using that personal information unless there are overriding legitimate grounds to continue. You have the right at any time to require us to stop using your personal information for direct marketing purposes.
Withdrawing consent to use your information: Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.
Please contact us in any of the ways set out in 'Contact information' below if you wish to exercise any of these rights.
Changes to our privacy notice
We keep this privacy notice under regular review and will place any updates on www.activehw.co.uk. Paper copies of the privacy notice may also be obtained from 1010, Hines Building, University of Worcester, Henwick Grove, Worcester, WR2 6AJ.
This privacy notice was last updated on 9th May 2018.
1010, Hines Building, University of Worcester, Henwick Grove, Worcester, WR2 6AJ
We seek to resolve directly all complaints about how we handle your personal information but you also have the right to lodge a complaint with the Information Commissioner's Office at
Information Commissioner's Office
Telephone - 0303 123 1113 (local rate) or 01625 545 745