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Old Paludians Association Privacy Policy

Introduction
The Old Paludians Association is strongly committed to the privacy of OUR information. All of us – including committee members – involved with the Association face the same issues in respect of our data and we are fully committed to protecting your personal information, being transparent about what data we hold and giving you control over how we use it. The purpose of this Privacy Policy is to give you a clear explanation about how we use the information we collect from you at the Old Paludians Association website https://oldpaludians.org.

About us

We are an unincorporated association of former pupils and staff of Slough Secondary School and successor schools Slough High School for Girls, Slough Grammar School for Boys, Upton Grammar School, Slough Grammar School and Upton Court Grammar School. Contact details for the Old Paludians Association may be found by navigating to the contact page of the website; https://oldpaludians.org/contact/

How do we collect personal information?

We only collect your information when you provide it to us either in the process of becoming a life member of the Association or by providing it to us for the purpose of maintaining contact. We also maintain an archive of historical materials which may contain information about you which is deemed to be in the historical record.

We collect personal information when you:

  1. Join as a member
  2. Provide your information to us so we may maintain contact.
  3. Register for an Old Paludians Association event and provide information so we may maintain contact.

Given the nature of the Old Paludians Assocation there is no need to, and nor do we, “harvest” personal details through routine transactions for future use.

What information do we collect from you?

We only collect the information that’s necessary to carry on our functions, communicate developments and to keep you informed. We routinely collect the following information in the registration and booking process: 1) Prefix and name 2) Previous names (if any) 3) Address 4) Years at school 5) Contact phone number(s) We may also request – on a voluntary basis – to assist us in facilitating networking between Old Paludians; 6) Date of birth, 7) Post school study 8) Post school career If a former member of staff we may request; 9) Years at school 10) Subjects taught. Any correspondence between the Association and members may be kept as a matter of record. We do NOT share your (our) information with third parties except as may be required by the operation of law. Where we have materials in our archive relating to the history or current activities of the school or old Paludians we may display them on the website https://oldpaludians.org or on social media. In the future,  we may use social media plugins from the following service providers (and possibly others) who are based both inside and outside the EU: Facebook, WhatsApp and Twitter. Such plugins may allow you to register with us using your social media account. You will be made aware when this is happening that by providing your social media account details you are authorizing that third party to share certain information about you with us.;

Why do we collect this information, and what do we do with it?

The main reason we collect information is to provide a service you have requested, to keep you up to date with news and events, to personalise your communications, or to contact you if we need to obtain or provide additional information. We use your information for the purposes listed below on the basis of your previously provided consent or where we need to comply with a legal or regulatory obligation in the following ways:

  1. To communicate with you via email or post on general Association business.
  2. To comply with any legal obligations.

Where is your information? We’re committed to protecting your personal information. We adopt robust and appropriate technologies and policies to protect it from unauthorised access and improper use. Access to personal information is limited to those who need to use it. We do not use any services which hold your (our) data outside of the EEA.

How long do we keep your data?

We keep your information only for as long as is reasonably necessary for the purposes set out in this Privacy Policy and to fulfil our legal obligations. We will not keep more information than we need.

Is personal information shared with any third parties?

No, however…….it may be possible that in the course of interacting with The Old Paludians Association there is also the need to interact with a third party service provider (payment processing is a good example of this).  At any point where your personal data may be passed to a service provider you will have the opportunity to review what information is passed and for what purpose.

How can you manage your personal information?

You can access and amend the personal information that we hold for you, or request that we stop contacting you at any time. Or you can contact us by emailing, or writing using our contact details set out at the top of this Privacy Policy. You have certain rights in respect of the information that we hold about you, including:

  • the right to be informed of the ways in which we use your information, as we seek to do in this Privacy Policy;
  • the right to ask us not to process your personal data for marketing purposes;
  • the right to request that we correct or rectify any information that we hold about you which is out of date or incorrect;
  • in addition to your right to lodge a complaint about us to the UK Information Commissioner’s Office (https://ico.org.uk/), you can lodge a complaint with the relevant authority in your country of work or residence;
  • the right to withdraw your consent for our use of your information in reliance of your consent (refer to “Why do we collect this information, and what do we do with it?”   above to see when we are relying on your consent), which you can do by contacting us using any of the information at the top of this Privacy Policy;
  • the right to receive a copy of any information we hold about you in connection with the performance of our contract with you or on the basis of your consent (or request that we transfer this to another service provider) in a structured, commonly-used, machine readable format, in certain circumstances; and
  • the right to ask us to limit or cease processing or erase information we hold about you in certain circumstances.

How to exercise your rights

  • You may exercise your rights above by contacting us using the details at the top of this Privacy Policy and we will comply with your requests unless we have a lawful reason not to do so.
  • Every email we send to you will include details on how to change your communications preferences or unsubscribe from future communications.

Please note that we may need to retain certain information for our own record-keeping and research purposes. Such information may be a matter of record – such as your name and dates of school attendance and will not be used for any other purpose.

Changes to this Privacy Policy and your duty to inform us of changes

We may make changes to this Privacy Policy from time to time. We will post any changes to our site, or notify you of any material changes by e-mail. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us by contacting us via the contact details at the top of this Privacy Policy.

What data breach procedures we have in place

We monitor the security of your (our) data regularly. In the event of a data breach we shall endeavour to secure the data immediately and inform users affected promptly. Appropriate authorities will be notified as necessary. The type of data we store is not usually considered to be capable of presenting a high risk of “adversely affecting individuals’ rights and freedoms” however. This Privacy Policy was updated on 24th May 2018. The following paragraphs refer to privacy in respect of website functions not currently live – including comments and forums.

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection. An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year. If you have an account and you log in to this site, 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. 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.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website. These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracing your interaction with the embedded content if you have an account and are logged in to that website.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue. For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service. This Privacy Policy was updated on 24th May 2018.

The Old Paludians

Constitution

 

Title

The title of the Association shall be the Old Paludians Association

Purpose of the Association

The purpose of the Association shall be to:

  • organise Annual Reunions of former pupils and past and present staff of Slough Secondary School, Slough Grammar School for Boys, Slough High School for Girls, Upton Grammar School, Slough Grammar School and Upton Court Grammar School
  • produce an Annual Newsletter for Members giving news of Members.
  • support Members trying to contact former school-friends.
  • maintain a website for the benefit of Members and prospective Members.
  • raise funds to cover the running costs of the Association.
  • raise funds towards the cost of Speech Day Prizes for the School and for the School Library, or any such gift as may be appropriate in consultation with the School Principal.

The Association shall be non-political and non-sectarian.

Membership

Membership shall be open to former pupils and present and past staff of Slough Secondary School, Slough Grammar School, Slough High School, Upton Grammar School, Slough Grammar School and Upton Court Grammar School.
Membership shall be by Life Membership only. Former Pupils will be asked to make a one-off payment for the Life Membership subscription current at the time of their joining. Honorary Life Membership shall be open to all present and past members of the Staff.
All members shall have equal voting rights.

Officers

The Principal of Upton Court Grammar School shall hold the honorary post of President of the Association.
The Committee shall consist of the Chairman, Secretary, Treasurer, Webmaster, Newsletter Editor and six other elected members. All committee members must be Members of the Association. Seven Members shall constitute a quorum at a Committee Meeting.
The Committee shall organise a joint Annual General Meeting (AGM) and Reunion to be held in March or April of each year. Members shall be notified either by post or e-mail. Thirty members shall constitute a quorum at an AGM.
The Committee shall be elected annually at the AGM, but may co-opt up to two members during the year.
The Secretary shall maintain minutes for the AGM and for Committee Meetings. The Secretary shall present the AGM Minutes at the subsequent AGM.
The Treasurer shall maintain a bank or building society account on behalf of the Association. The Treasurer shall maintain accounting records for each financial year, which will run from 1st January to 31st December.
The Accounts shall be examined by a Financial Examiner who is not a member of the Committee and who is appointed annually at the AGM.
The Treasurer shall present the Examined Accounts in written form at the AGM.
The Newsletter Editor shall prepare an annual newsletter for distribution in March or April of each year. The Newsletter will be distributed to Members by hand, post or e-mail.
The Webmaster shall maintain the website ( www.oldpaludians.org ).

Changes to the Constitution

Alterations to the Constitution may be made only by a resolution at the AGM passed by a majority of seventy-five per cent of those members present and voting. Members shall be notified of any alterations at least one month in advance of the AGM.

Changes to the Membership Subscription

Any changes to the Life Membership subscription shall be agreed at the AGM by a simple majority of those present and voting. Members shall be notified of any proposed alteration at least one month in advance of the AGM.

Dissolution of the Association

The Association may be dissolved only by a resolution at the AGM passed by a majority of seventy-five per cent of those members present and voting.
At such time as the Old Paludians Association ceases to function:

  • all outstanding debts shall be paid, the accounts closed and all residual monies donated to Slough Grammar School specifically for the purchase of additional books or other items for the School Library.
  • all record books and properties shall be passed to the archivist at the School or to the County Archivist.

The above Constitution was formally adopted by the AGM at Reunion 2003.

Potential Changes

Where the Committee is discussing changes to the Constitution for presentation to the Membership at the next AGM, such potential changes will be recorded below for information only. These changes will have no effect until and unless formally approved by the AGM with the appropriate majority.

No changes foreseen, as at 26 May 2004
Updated for school name change 2 July 2015

The Old Paludians