Who we are
What personal data we collect and why we collect it
When you submit a contact form, we collect your name, email address and message. We will use your name and email address to respond to you. If you are not an existing member, we will not use your data for anything else including marketing.
If you enter into one of our public events e.g. the Gatliff Marathon, we will collect the information you provide on the form including your name, email address, gender (Gatliff), and telephone number. We will use your email address to provide you with details of your entry, and to contact you if we have any questions regarding your entry. We may use the contact numbers you provided during the event if there is an emergency or we are concerned about your safety. The information you provide will be used for the purposes of running the event. If you participate in the Gatliff Marathon, results including your name, gender, club (if provided), distance and time will be published on the website and provided to other participants. Some data will be used to produce general statistics for the event. Photos may be published on the website, in the Gatliff event report and the COPSE members’ magazine.
If you attempt to login, we will store the username or email address that you used, your IP address, your location and details about the device and user agent you used. We will also track your activity on our site. This information will be used to decide whether you or something on your device is trying to compromise the security of our website. We may block your device from accessing the site.
Activity and Server logs
We collect and store your IP address and pages visited in our server and security logs. These are used to security, troubleshooting and website performance purposes. We do not use this information for any other purpose including marketing.
Cookies are small text files placed on your computer that contain a unique id code and the site name. They may contain other information about how you are using the webpages e.g. if you are logged in or have items in a shopping cart. The information is often used to track how you use a website and to compile statistical reports on website activities.
When you visit our site, we will set two cookies which contain no personal data. The phpsessid cookie is used to identify your session on the website. It is discarded when you close your browser. You can block the cookie but may find that some parts of the website do not work properly. The _cfduid cookie is required by Cloudflare (see the third parties section below) and is used to uniquely identify your computer for security purposes. It contains no personal data and lasts for a day. You can block the cookie but in some circumstances, you may find that you are prevented from accessing the site. For more information see https://support.cloudflare.com/hc/en-us/articles/200170156.
If you attempt to login, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser. If you fail to login correctly, we will set a cookie which will be used to track any further activity on our site.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Some of our pages contain embedded Google Maps. Google may set cookies. See the third party section below.
Who we share your data with (third parties)
We do not pass any information onto third parties except to comply with the law but we do use external services and sites to provide some of our services. These are:
- Siteground: This website is hosted (shared) on Siteground servers located in the EU. When you submit a form, the information is saved in a database on the Siteground servers. Siteground only processes the data for the purposes of delivering the hosting service and resolving technical inquiries and no other secondary functions.
- Email Servers: When you submit a contact form, an email containing your message, name and email address is sent to a designated COPSE officer.
How long we keep your data for
We will keep the information you submitted through one of our contact forms until we have replied to your request and any resulting conversation has been concluded.
If you have entered into one of our annual events, we will keep all the information you provided for two months after the event. This is to allow us to produce any statistics and provide results and reports to participants. Gatliff Marathon results will be kept indefinitely but the personal data will be limited to your name, gender, time, distance and club if provided. These are kept for statistical purposes and for awards relating to the number of events completed.
What rights you have over your data
If you have an account on this site, or have entered one of our annual events, you can request to receive a file of the personal data we hold about you. You can also request that we erase any personal data we hold about you. However we may be obliged to keep some data for archival, legal, or security purposes.
How you can get access to your data or have it removed
Please fill out the contact form below with details of your request.