Privacy Policy

02/05/18 Changes to the Privacy Policy.  Please see here for details.

Thank you for using WebCollect, or visiting our website. This policy explains about what information we collect, how and why we collect it. It also explains the ways in which we use and disclose that information. We take your privacy extremely seriously, and we never sell personal information.

GDPR

Our Help section on GDPR explains how you can use WebCollect to comply with your Data Protection obligations.

You and Us

When we say “we,” “us,” “our,” and “WebCollect,” we are referring to Open Brackets Limited, trading as WebCollect. Open Brackets Limited is a UK company (registered number 4559247). We provide an online service that you may use to manage membership subscriptions, events, communicate with your members, and other activities related to your members (the “Services”).

“Organisation,” means a person or entity that has an account with us to use the Services. “Member” is a person with an account on the Website, who is linked to your Organisation. We consider a Member to be linked to an Organisation, if:

  • the Member creates an account, or logs in, on the Sign-In/Sign-Up page for that Organisation; or

  • the Organisation provides us with information about the Member

When we refer to “Your Organisation”, we mean any Organisation that you are linked to.

When we say “you,” we are referring to an Organisation, a Member or to some other person who visits our website, https://www.webcollect.org.uk (“Website”), or who contacts us in relation to the Services.

How do we collect Personal Information?

“Personal Information” means any information that identifies or can be used to identify you, directly or indirectly, including, but not limited to, name, date of birth, address, phone numbers, email address, and other personal information .

We collect Personal Information:

  • via our Website, including any web pages set up by an an Organisation, for example when you create a WebCollect account, sign up for an event, or buy a membership subscription

  • where an Organisation provides the information to us, either via our Website, or by communicating with us

  • when you communicate with us

What type of information is collected?

Information you, or Your Organisation provide to us

When you sign up for and use the Services, integrate the Services with another website or service (for example, when you choose to connect your Organisation’s account to one of our third party payment providers), or communicate with us in any way, you are giving us Personal Information. The information is collected, used, disclosed and stored by us, as described in our Terms and Conditions and in this Privacy Policy, to enable us to provide the Services.

As you use our Services, you may import into our system Personal Information you have collected from your Members or other individuals. We have no direct relationship with your Members or any person other than you, and for that reason, you are responsible for making sure you have the appropriate permission for us to collect and process information about those individuals. Consistent with the uses of Personal Information covered above, we may transfer Personal Information of you or your Members to third party payment providers as outlined below.

Information we collect automatically

When you use the Services or browse our Website, we may collect information about your visit to the Website, your usage of the Services, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity. We may collect this information as a part of log files as well as through the use of cookies. Our use of cookies is discussed more below.

How is your information used?

We may use and disclose Personal Information only for the following purposes outlined in this policy.

We use the information to provide, support and improve the Services that we offer. This includes:

  • our use of the data that you, or Your Organisation, provide to us in order to enable you and the Organisation to use the Services

  • communicating with Members in relation to their account, orders, and payments, or in response to any communication received from a Member

  • combining your data with other Members of Your Organisation, to provide reports to Your Organisation, for example to report on how many members the Organisation has

  • sharing information with our third party payment providers to enable them to process payments by Members to Organisations (see below)

  • invoicing and collecting money owed to us by our Organisations

  • communicating with our Organisations, including those who have administrator accounts for an Organisation, about the Services and their account to provide support, as well as communicating about planned outages, new features and version updates

  • providing support to our Organisations.  For this purpose system backups are kept for 30 days.  Server logs are retained for 365 days.
  • enforcing compliance with our Terms and Conditions and applicable laws

  • protecting the rights and safety of our Organisations and third parties, as well as our own

  • meeting legal requirements, including complying with court orders and other appropriate legal mechanisms

  • providing information to representatives and advisors, including lawyers and accountants, to help us comply with legal, accounting, or security requirements

  • prosecuting or defending a court, arbitration, or similar legal proceeding.

  • responding to lawful requests by public authorities, including to meet national security or law enforcement requirements

  • transferring your information in the case of a sale, merger, consolidation, liquidation, reorganization, or acquisition. In that event, any acquirer will be subject to our obligations under this Privacy Policy, including your rights to access and choice. We will notify you of the change either by sending you an email or posting a notice on our Website.

Children

We do not and will not knowingly collect information from any unsupervised child under the age of thirteen. You must not create or attempt to create an Organisation that allows or encourages use or registration by any unsupervised child under the age of thirteen. If you are under the age of thirteen, you may not register with any Organisation or use any of the Services unless you have the consent of, and are supervised by, a parent or guardian.

Legal Grounds for processing your information

The legal grounds on which we rely to process your information are as follows.

Contract

Where we need the information to effectively carry out the Services, as a result of the contract that we have with you, or Your Organisation.at any time and

Legal Obligation

Where we need to use your information to comply with a legal obligation.

Third Party Websites

Our Website may include links to other websites, including our Organisations’ websites, whose privacy practices may be different from ours. If you submit Personal Information to any of those sites, your information is governed by their privacy policies. We encourage you to carefully read the privacy policy of any website you visit.

Third Parties

We may disclose Personal Information to our third party providers for the purposes described in this policy. We do not use third party tracking software, such as Google Analytics, or share any information with third parties for the purposes of advertising or promotion.

Payment Providers

Where you have chosen to use one of our third party payment providers (Paypal, GoCardless or SagePay), we pass Personal Information to the payment provider for the purpose of enabling and managing payments. Details of the information that is passed is set out in the Data Processing Agreement.

Hosting Provider

We host the Service on servers, owned and controlled by us. The provider of our data centre services does not have administrative access to our servers, and we do not share Personal Information with our hosting provider.

Third Party Contracts

When we do have to share Personal Information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the Personal Information we transfer to them in a manner that is consistent with this policy.

Security

If a security breach causes an unauthorized intrusion into our system that materially affects you or your Members, then we will notify you as soon as possible and later report the action we took in response.

We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorised access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.

WebCollect accounts require an email address and password to log in. You must keep your login details secure, and never disclose it to a third party.

If you have any questions about the security of your Personal Information, you may contact us at privacy@webcollect.org.uk.

Accuracy and Retention of Data

We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes.

If you ask, we will provide you with information within 30 days about whether we hold, or process on behalf of a third party, any of your Personal Information. You may ask to access, correct, amend or delete information we hold about you by contacting us. There is no charge for this.

We will hold your information for as long as your account is active, or as long as needed to provide you, or Your Organisation, with our Services.

If you are a Member and no longer want to be contacted by one of our Organisations, please contact the Organisation directly to update or delete your data. If you contact us, we may remove or update your information within a reasonable time and after providing notice to the Organisation of your request.

Location of Your Data

Any personal data that we collect about you, or your Members, will be stored by us within the UK. If at any time, we decide to store the data outside of the European Economic Area, we will notify you of that decision before doing so, to give you an opportunity to remove your personal data should you wish to do so.

If you, or your Members, choose to use a third party service for the purposes of making a payment, we will transfer any personal data required for the purposes of making the payment, to the relevant third party. We make no promises as to how that data may be used or stored by third parties, and you should contact them directly if you have any questions in relation to their service.

Cookies

Cookies are alphanumeric identifiers that we transfer to your computer through your Web browser to enable our systems to recognise your browser and to provide features such as remembering preferences and storing items in your shopping basket.

The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether.

In order to use some of WebCollect's essential features, like login and shopping basket, you must accept "session cookies". These are automatically removed from your computer as soon as you close your Web browser. We also use a single "permanent cookie" to store some of your preferences. If you wish, you can refuse to accept this cookie without any serious consequences to your usage of WebCollect.

Always be sure to sign off when you finish using a shared computer in order to protect your data.

Scope

This Privacy Policy is effective with respect to any data that we have collected, or collect, about and/or from you.

Changes

We may change this Privacy Policy from time to time. The most recent version of the Privacy Policy is reflected by the version date located at the bottom of this Privacy Policy. All updates and amendments are effective immediately upon notice, which we may give by any means, including, but not limited to, by posting a revised version of this Privacy Policy or other notice on the Website.

We encourage you to review this Privacy Policy often, to stay informed of changes that may affect you, as your continued use of the Website signifies your continuing consent to be bound by this Privacy Policy. The version of this Privacy Policy that is published on this Website, is the version that applies at the time that you visited the Website.

Questions & Concerns

If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please use our contact form to send a message to our Data Protection Officer. You may also contact us by postal mail or email at:

FAO: WebCollect Data Protection Officer

privacy@webcollect.org.uk

1 Powell Road, Poole, Dorset, BH14 8SG, United Kingdom

Last updated: 04-06-2018 09:40