Privacy & Cookie Policy

Introduction

This policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.

The OCCA website

This website and the Oil & Colour Chemists' Association (OCCA) take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Use of cookies

What are cookies?

Cookies are small files saved to the user's computer's hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website to provide the users with a tailored experience.

What do we use cookies for?

If you log into the website via the Members' Area, login cookies will be set to maintain your login between browser sessions. The cookies relate to your User ID in a secure way and are used to control which parts of the website you can access as a Member/Registered User.

This website makes use of Google Analytics to monitor visitors and to get a better understanding of how they use it. Google Analytics uses cookies to track visitor usage. The Google Analytics cookies are anonymised and cannot be used to identify individuals and they do not contain personal information.

We also use a session cookie to facilitate access to the Flipbook versions of the SCI Journal. This cookie contains no personal information.

Should users wish to deny the use and saving of cookies from this website onto their computer's hard drive, they should change their cookie preferences within their web browser. Please note that disabling cookies will prevent login to the website. Find out more about how to manage your cookie preferences.

Personal information

Whilst using our website, you may be required to provide personal information. This is either relating to your personal membership of the organisation or billing/delivery details when placing event orders. We use this information to administer our membership organisation and fulfil event bookings.

We ensure that all personal information supplied is held securely in accordance with the General Data Protection Regulation (EU) 2016/679, as adopted into law of the United Kingdom in the Data Protection Act 2018. Further, by providing telephone and/or email details, you consent to OCCA contacting you using that method.

You have the right at any time to request a copy of the personal information we hold on you. Should you wish to receive a copy of this, or would like to be removed from our database, please contact us at admin@occa.org.uk.

Your personal information may at times be shared with 3rd parties solely for purpose of fulfilling delivery of a product or service which you have ordered. Such 3rd parties would be involved in:

• processing your payment and associated invoicing
• delivery of products or services (virtual and physical)

OCCA's Lawful Basis for Processing Your Personal Information

Your personal information is processed for different activities and therefore different lawful basis apply depending on the activity.

OCCA Members — we process your personal information

• under the contract lawful basis for the purpose of administering your membership, member events and provisioning products & services (including event orders)
• under the consent lawful basis for the purpose of contacting you about categories of communication which you've opted in to

Webinar Registrants, Registered Users & Order Invoice Contacts — we process your personal information

• under the contract lawful basis for the purpose of provisioning products & services
• under the legitimate interest lawful basis for the purpose of contacting you / the presenting company contacting you about related products & services

Email Subscribers — we process your personal information

• under the consent lawful basis for the purpose of contacting you about categories of communication which you've opted in to

Information collection and use

OCCA collects information in two possible ways:

• When you directly give it to us (“Directly Provided Data”)

When you sign up as a member, place an event order, complete questionnaires or communicate with us, you may choose to voluntarily give us certain information. For example, by filling in text boxes and completing forms. All this information requires a direct action by you at that time in order for us to receive it.

• When you give us permission to obtain from other accounts (“User Authorised Data”)

Depending on your settings or the privacy policies for other online services, you may give us permission to obtain information from your account with those other services. For example, this can be via social media or by choosing to send us your location data when accessing our website from your smartphone.

How long do we keep your data for?

OCCA will not retain your personal information longer than necessary. We will hold onto the information you provide either while your account is in existence, or as needed to be able to provide the Services to you. Otherwise (in the case of any contact you may have with our administration) for as long as is necessary to provide the support you require.

If legally required or if it is reasonably necessary to meet regulatory requirements, resolve disputes, prevent fraud and abuse, or enforce our Terms & Conditions, we may also retain some of your information for a limited period of time as required, even after you have closed your account or it is no longer needed to provide the Services to you.

Membership & Event Order Forms

OCCA will not sell or rent your personally identifiable information gathered as a result of filling out forms on the website to anyone.

Choosing how we use your data

We understand that you trust us with your personal information and we are committed to ensuring you can manage the privacy and security of your personal information yourself.

With respect to the information relating to you that ends up in our possession, and recognising that it is your choice to provide us with your personally identifiable information, we commit to giving you the ability to do all of the following:

• If you're an OCCA Member, you can verify and modify details that you have submitted to OCCA via the Members' Area.
• OCCA Members and individuals who've registered for the purposes of ordering events can also verify the details you have submitted to OCCA by contacting us at admin@occa.org.uk. Our security procedures mean that we may request proof of identity before we reveal information, including your e-mail address and possibly your address.
• You can also contact us by the same method to change, correct, or delete your personal information controlled by OCCA regarding your OCCA profile or event orders at any time. Please note though that, if you have shared any information with others through social media channels, that information may remain visible, even if your account is deleted.
• You are also free to close your account by contacting us at admin@occa.org.uk. If you do so, your account will be deactivated. However, we may retain archived copies of your information as required by law or for legitimate business purposes (including to help address fraud and spam).
• You can always feel free to update us on your details at any point by either editing your details in the Members' Area (OCCA Members only) or by contacting us at admin@occa.org.uk.
• You can unsubscribe from receiving marketing emails from us by clicking the “unsubscribe” link at the bottom of any email. Once you do this, you will no longer receive any emails from us.
• You can request a readable copy of the personal data we hold on you at any time. To do this, please contact us at admin@occa.org.uk.

Notification of Changes to This Policy

If we decide to change our Privacy Policy, we will post these changes on this website so you know what information we collect and how we use it. If at any point we decide to use personally identifiable information in a manner different from that stated at the time it was collected, we will tell you. You will have a choice as to whether or not we use your information in this different manner.

Last updated: 9th September 2020

Feedback

We want to make sure we're giving you the information about privacy and security that you want — let us know what you think. If you have any feedback, questions or concerns, please email us at admin@occa.org.uk.