Privacy and Cookies Policy


  • We’ve created this policy which covers how we…
  • collect
  • use
  • disclose
  • transfer
  • store
    …your personal information.

OCRA is committed to protecting your and your family’s personal information when you are using OCRA services. We want our services to be safe and enjoyable environments for our audience. This Privacy and Cookies Policy relates to our use of any personal information we collect from you

This Privacy and Cookies Policy explains the following:

  • what information OCRA may collect about you;
  • how OCRA will use information we collect about you;
  • when OCRA may use your details to contact you;
  • whether OCRA will disclose your details to anyone else;
  • your choices regarding the personal information you provide to us;
  • the use of cookies on OCRA websites and how you can reject cookies.

Who We Are – Okehampton Community and Recreation Association

When we refer to “Okehampton Community and Recreation Association” or “OCRA” or “we” or “our” or “us”, we are referring to the OCRA charity that aims to maintain & develop sporting and recreational opportunities and facilities for Okehampton and the large surrounding area.

OCRA is a registered charity, number 1011839, based at Pavilion in the Park, Okehampton College, Mill Road, Okehampton, Devon. EX20 1GE.

OCRA organises classes, courses and other sports/recreational events across West Devon.

What is personal information?

When we refer to “personal information”, we mean information that can be used to identify you as an individual, including (but not limited to) a first and last name, a home address, an email address, telephone number or other contact information.

This may be collected online when you visit one of our websites, or on paper when you sign-up for, register for, or attend an OCRA class, course or event. It also includes information submitted when making bookings, responding to competitions, promotions, offering reviews or comments, applying for work with OCRA or entering into any other correspondence or enquiries.

It relates to our use of any personal information you provide to us by phone, SMS, email, in letters or other correspondence and in person.

This policy does not include personal information you may give directly to a third party (such as local authorities, sports bodies or companies) participating in an event organised by OCRA, which is not then shared with us. You should request to see the privacy policy of any such third party if you are concerned about their use of your personal information.

This applies to a number of current schemes where registration information is collected by third parties such as England Rugby, the Football Association, England Cricket Board, British Triathlon and the Lawn Tennis Association.

In all other cases of joint ventures, the organisation responsible for data collection will be identified, with sign-posting to the relevant privacy policy.

When you visit our websites, we automatically collect information about your visits, such as browsing patterns and your location as given by your machine address. To do this, we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns, such as the number of visitors to the various parts of the site. Google Analytics is configured to anonymise visitor information in a way which does not identify anyone.

We also deploy cookies to your devices to help manage your browsing sessions and preferences. You can find more information on how cookies are used on this website in the Cookies Policy below.

Wherever we collect personally identifiable information in any medium, we will explain how and where we intend to use it.

How we use your personal information

We use personal information collected from you for the following purposes:

  • to respond to an enquiry made by you.
  • Tto improve your online experience and to personalise your visits.
  • to improve our services and those of our partners, suppliers and affiliates.
  • to notify you of special offers and promotions.
  • to process your bookings and any other transactions you make in person or via our website.
  • to send you information that we believe is of interest to you.

We do not sell or trade email lists with other organisations and businesses.

We use a third party provider, MailChimp, to deliver communications by email, such as newsletters and promotions for classes, courses and events. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our communications. For more information, please see MailChimp’s privacy notice.

You can unsubscribe to general mailings at any time clicking the unsubscribe link at the bottom of any of our emails or by emailing our data protection officer via admin@ocrasport.org.uk.

Your OCRA Account

Our booking service for OCRA classes, courses and events allows you to login to the OCRA website. We do not share your web account information with third parties. We do not currently link your account to any other online services.

Personalised and third party services

Where we provide personalised services, we may ask your permission to review third party data about you, for example, your Twitter or Facebook feeds, to provide more effective personalisation. Some of our services enable you to sign-in via a third party service, such as Facebook and Google. If you choose to sign-in via a third party app, you will be presented with a dialog box which will ask your permission to allow OCRA to access your personal information (such as your full name, date of birth, email address and any other information you have made publicly accessible). Please note that any information that is not required by the particular service you have opted to use will not be retained by OCRA.

Your rights to privacy

If you have any queries or requests at any time concerning your personal information held by us or our practices in this regard, please write to us at OCRA, Pavilion in the Park, Okehampton College, Mill Road, Okehampton, Devon. EX20 1GE or enquire via the website at: www.ocrasport.org.uk/contact.

If at any time you would like us to stop using your personal information, please write to us at OCRA, Pavilion in the Park, Okehampton College, Mill Road, Okehampton, Devon. EX20 1GE or enquire via the website at www.ocrasport.org.uk/contact.

Under the legal ‘right to be forgotten’ you may request that we remove your personal information from any publicly accessible media; you may do this using the addresses given above.

Under the Data Protection Act 1998, you may ask us to provide you with the details of any personal information that we hold about you.

There is no charge for this service, however we will need proof of identity in the form of two approved items of identification which can be:

  • Passport
  • Driving licence
  • Birth certificate
  • Utility bill (from last 3 months)
  • Current vehicle registration document
  • Bank statement (from last 3 months)
  • Rent book (from last 3 months).

Such requests should be emailed to us via the admin@ocrasport.org.uk email address or in writing to OCRA, Pavilion in the Park, Okehampton College, Mill Road, Okehampton, Devon. EX20 1GE.

If you believe that any information we hold about you is incorrect or incomplete, you should write without delay to us at the address above. Any information that is found to be incorrect will be promptly corrected.

No website can be guaranteed to be completely secure; if you have any concerns that your personal information held by OCRA could have been compromised, please get in touch immediately.

A Special Note For Parents Concerning Privacy

OCRA makes a special effort to encourage children to consult with their parents before disclosing personal information via our website. However, it is ultimately the responsibility of parents to supervise their children’s online activities and should consider using parental control tools available from online services and software manufacturers that help provide a child-friendly online environment. These tools can also prevent children from disclosing their name, address and other personal information online without parental permission. OCRA shall use its reasonable endeavours, whenever possible, to ensure that personal information about or obtained from a child will not be used for commercial or trade purposes without the prior written consent of their parent or legal guardian.

Links

Our websites contain links to other websites. Please note that we do not accept responsibility for the privacy practices of such other websites and we recommend you read the privacy statements on entering other websites. This privacy policy applies only to information collected by our websites.

International Data Transfers

The use of a website to collect and process personal information will involve the transmission of data internationally (currently via MailChimp or DropBox). Please note that the information you enter may be transferred outside the European Economic Area for the purposes of processing. Any transfer of personal information outside of the European Economic Area shall be done in circumstances ensuring that the information is processed only in accordance with this privacy policy. By disclosing your personal information to us you consent to this transfer.

Our list-management and marketing provider is the third party service MailChimp, which has updated it’s Data Processing Agreements to comply with GDPR. You can find MailChimp’s privacy and cookie policies on it’s website.

Business Transfers

We do not collect information with a view to selling it to unconnected third parties.

Booking and ticketing

When you make any bookings for classes, courses or events, purchase any tickets, merchandise, membership or gift vouchers in person or online, we will collect your name, address, email and contact number as appropriate to supply you with the specific items. This information will be stored in our back office system. We do not share your personal details with any other organisation without your consent.

Wifi

We may offer guest wireless Internet access (Wi-Fi) at our venues or events. When you use ODEON Wi-Fi we may collect data about:

  • your device;
  • the volume of data which you use;
  • the websites and applications which you access; and
  • your usage by access time, frequency and location

Disclosure

We will keep your information within OCRA except where disclosure is required or permitted by law (for example to government bodies and law enforcement agencies, including for child protection reasons) or as described elsewhere in this policy.

Where we may wish to share your information with third parties such as sports governing bodies, local sports partnerships, local authorities, we will request consent with the parties explicitly named. You can find a list of our trusted partners here.

Offensive or inappropriate content on OCRA websites

If you post or send offensive, inappropriate or objectionable content anywhere on or to OCRA websites or otherwise engage in any disruptive behaviour on any OCRA service, OCRA may use your personal information to stop such behaviour.

Where OCRA reasonably believes that you are or may be in breach of any applicable laws (for example content you have posted may be defamatory), OCRA may use your personal information to inform relevant third parties such as your employer, school email/internet provider or law enforcement agencies about the content and your behaviour.

Retention of personal information

OCRA will retain your personal information in our records for as long as is necessary for the relevant activity, or to comply with legal or regulatory requirements. If you delete your OCRA web account, or request that we delete your personal information in line eith the legal ‘right to be forgotten’ then your personal information will be deleted promptly, and the remaining information anonymised for analytical purposes.

Where you contribute content together with your personal information (User Generated Content or UGC) we may retain this content indefinitely, subject to the terms of removal of identifying personal information above.

Changes To Our Policy

We reserve the right to make changes to our privacy policy at any time without notice and will notify you of the changes using the contact information that you provide, with the opportunity for you to update your consents to our use of your personal information.

We keep our privacy notice under regular review. This privacy notice was last updated on 25 May 2018.

Cookies

We use a system of classifying the different types of cookies which we use on the Website, or which may be used by third parties through our websites. The classification was developed by the International Chamber of Commerce UK and explains more about which cookies we use, why we use them, and the functionality you will lose if you decide you don’t want to have them on your device.

You consent to accept cookies on your device is governed by your browser and device settings, which you may modify yourself at any time. Full information about how to control what cookies are set on your device can be found on aboutcookies.org.

What is a cookie?

When you visit our websites, we send you a number of cookies, small text files that can be placed on your Internet-enabled device. A cookie will typically contain the name of the domain from which the cookie has come, the expiry period of the cookie, and a unique identifying string.

How does OCRA use cookies?

Information supplied by cookies can help us to provide you with a better user experience. It also helps us recognise when you are signed in to your OCRA account and to provide a more personalised experience. For example, highlighting relevant posts or pages based on previous visits. Certain areas of OCRA websites may use cookies for a specific reason – for example, to effectively secure our shopping cart and payment process on your device.

How long are cookies stored for?

Persistent cookies – these cookies remain on a user’s device for the period of time specified in the cookie. They are activated each time that the user visits the website that created that particular cookie.

Session cookies – these cookies allow website operators to link the actions of a user during a browser session. A browser session starts when a user opens the browser window and finishes when they close the browser window. Session cookies are created temporarily. Once you close the browser, all session cookies are deleted.

Cookies allow you to navigate between pages efficiently, remember your preferences and generally improve the user experience.

You can find more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.

Our cookies cannot be used by themselves to identify you. You have the ability to accept or decline cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features of our website if cookies are disabled. You may disable cookies through your browser by following the instructions found at: www.allaboutcookies.org/manage-cookies.

Types of cookies in use

Strictly necessary cookies

These cookies enable services you have specifically asked for. These cookies are essential in order to enable you to move around the Website and use its features, such as accessing secure areas of the Website.
Performance cookies

These cookies collect anonymous information on the pages visited. By using the Website, you agree that we can place these types of cookies on your device.

These cookies collect information about how visitors use the Website, for instance which pages visitors go to most often, and if they get error messages from web pages. These cookies don’t collect information that identifies a visitor. All information these cookies collect is aggregated and therefore anonymous. It is only used to improve how the Website works.

Functionality cookies

These cookies remember choices you make to improve your experience. By using the Website, you agree that we can place these types of cookies on your device.

These cookies allow the Website to remember choices you make (such as your user name, language or the region you are in) and provide enhanced, more personal features. These cookies can also be used to remember changes you have made to text size, fonts and other parts of web pages that you can customise. They may also be used to provide services you have asked for such as watching a video or commenting on a blog. The information these cookies collect may be anonymised and they cannot track your browsing activity on other websites.

Third party cookies

These cookies allow third parties to track the success of their application or customise the application for you. Because of how cookies work we cannot access these cookies placed on your device by third parties, nor can the third parties access the data in cookies placed by our site.

For example, if you choose to ‘share’ content through Twitter or other social networks you might be sent cookies from these websites. We don’t control the setting of these cookies, so please check those websites for more information about their cookies and how to manage them.

To support our content, we sometimes embed content from social media and other third party websites (currently YouTube, Vimeo, Twitter, Facebook, SoundCloud, Vine, Instagram, Pinterest and Flickr). As a result, when you visit a page containing such content, you may be presented with cookies from these websites and these third party cookies may track your use of OCRA website. OCRA does not control the dissemination of these cookies and you should check the relevant third party’s website for more information.

You can find out how to change your cookie settings yourself.

Where OCRA embeds content from social media and other third party websites, some websites may use Google Analytics to collect data about user behaviour for their own purposes. OCRA does not control this. For more information, see the Google webpage “How Google uses data when you use our partners’ sites or apps“.

Please see below for a list of Cookies used on OCRA’s websites

OCRA www.ocrasport.org.uk

This is the cookie our site sets for every visitor. It stores no visitor information and is used solely to register your visit to our site. It is mostly used for tracking our administrative staff when they are working on website content in our CMS.

CAKEPHP www.ocrasport.org.uk
This cookie is set by the application framework that we use to power our website. It collects no personal information.

OCRA_SPLASH_PAGE_VIEWED www.ocrasport.org.uk
This cookie is set when you view one of our splash pages. It collects no personal information and is only set to tell our site to not show any other splash pages during your visit. Blocking or clearing this cookie will result in splash pages being shown on every visit to a Centre or Contract homepage.

__utma, __utmb, __utmc, __utmx, __utmv, __utmz www.google.com
These cookies are used to collect data about your visit to our site and provide analysis via Google’s Analytics platform. For more information on these cookies please visit https://developers.google.com/analytics/resources/concepts/gaConceptsCookies

Do Not Track (DNT) browser setting

DNT is a feature offered by some browsers which, when enabled, sends a signal to websites to request that your browsing is not tracked, principally by third party ad networks, social networks and analytic companies. This website does not currently respond to DNT requests.

Apps, Devices and TVs

When you download or use apps on your mobile device or TV to access OCRA services, information may be accessed from or stored to your device. Most often this is used in a similar way to a web browser cookie, such as by enabling the app to ‘remember’ you or provide you with the content you have requested.

Your web browser or device may also provide OCRA with information about your device, such as a device identifier or IP address. Device identifiers may be collected automatically, such as the device ID, IP address, MAC address, IMEI number and app ID (a unique identifier relating to the particular copy of the app you are running).

If you have any concerns about the information which might be accessed from or stored on your device by OCRA, you may wish to only access OCRA content through a web browser and review your web browser settings. Visit the Cookie Project (Search for “How can I stop my internet browser tracking my info?”) for more information.

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