1. Introduction 

UKTGA (“we”, “our”, “us”) is committed to protecting your personal data and respecting your privacy. 

This page explains: 

  • How we collect and use personal data 
  • Your rights under UK GDPR 
  • How we use cookies and tracking technologies 

This policy applies to all users of our website, including members, event participants, and enquiries. 

2. Who We Are 

Organisation: UKTGA 
Website: https://www.uktga.org 
Email: info@uktga.org 
Address: The UK Town and Gown Association Ltd, Steve Biko Building UKTGA C/O Finance, Students’ Union, Oxford Road, Manchester, M13 9PR. 

We are the data controller responsible for your personal data. 

3. Personal Data We Collect 

Information you provide: 

  • Name 
  • Email address 
  • Organisation (if applicable) 
  • Contact details 
  • Membership or event registration data 
  • Enquiries via forms 

Automatically collected data: 

  • IP address 
  • Device and browser type 
  • Pages visited and usage data 

Sensitive data: 

We do not intentionally collect sensitive personal data. If received, it will be deleted unless legally required. 

4. How We Use Your Data 

We use your data to: 

  • Respond to enquiries (legitimate interests) 
  • Manage memberships and registrations (contract) 
  • Administer events and communications (contract/legitimate interests) 
  • Improve our website (legitimate interests) 
  • Comply with legal obligations 
  • Send marketing (consent only)  

5. Legal Basis 

We rely on: 

  • Consent 
  • Contract 
  • Legal obligation 
  • Legitimate interests 

We ensure our use of legitimate interests does not override your rights. 

6. Sharing Your Data 

We may share data with: 

  • Hosting providers 
  • Email platforms 
  • Event and membership systems 
  • IT and support providers 
  • Legal/regulatory authorities 

We never sell your data. 

All third parties operate under GDPR-compliant agreements. 

7. International Transfers 

Some providers may process data outside the UK. 

We ensure safeguards such as: 

  • UK adequacy decisions 
  • Standard Contractual Clauses (SCCs) 
  • UK IDTA 

8. Data Retention 

We retain data only as long as necessary: 

  • Enquiries: 12 months 
  • Membership: duration + 6 years 
  • Events: up to 24 months 
  • Marketing: until consent withdrawn or 24 months inactivity 

9. Your Rights 

You have the right to: 

  • Access your data 
  • Correct inaccuracies 
  • Request deletion 
  • Restrict processing 
  • Transfer your data 
  • Object to processing 
  • Withdraw consent 

Contact: info@uktga.org 

You may also complain to the UK regulator (ICO). 

COOKIES SECTION 

10. What Are Cookies? 

Cookies are small files stored on your device that help websites function and improve user experience. 

11. How We Use Cookies 

We use cookies to: 

  • Ensure website functionality 
  • Enable forms and registrations 
  • Analyse usage 
  • Improve performance 

12. Types of Cookies 

Strictly Necessary (No consent required) 

  • Security 
  • Form submission 
  • Core functionality 

Analytics (Consent required) 

  • Google Analytics (or similar) 
  • Tracks usage and performance 

Functional Cookies (Consent required) 

  • Remember preferences 
  • Improve user experience 

Marketing Cookies 

We do not currently use marketing cookies. 

13. WordPress & Plugin Cookies 

Our website uses WordPress plugins which may set cookies, including: 

  • Contact forms 
  • Membership systems 
  • Event booking tools 
  • Security plugins 
  • Performance/caching tools 

Non-essential cookies are only activated after consent. 

14. Managing Cookies 

When you visit our site, you can: 

  • Accept all cookies 
  • Reject non-essential cookies 
  • Customise preferences 

You can change settings anytime via the “Cookie Settings” link. 

You can also manage cookies via your browser. 

15. Cookie Retention 

  • Session cookies: deleted on browser close 
  • Analytics: up to 26 months 
  • Preferences: up to 12 months 

SECURITY & GENERAL 

16. Data Security 

We use: 

  • Secure hosting 
  • HTTPS encryption 
  • Access controls 
  • Regular security reviews 

No system is 100% secure, but we take appropriate precautions. 

17. External Links 

We are not responsible for third-party websites. Please review their policies. 

18. Updates 

We may update this policy. The latest version will always appear on this page. 

19. Contact Us 

Email: info@uktga.org 
Address: The UK Town and Gown Association Ltd, Steve Biko Building UKTGA C/O Finance, Students’ Union, Oxford Road, Manchester, M13 9PR.Shape