Last updated: April 2026

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  • Marketing: until consent withdrawn or 24 months inactivity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.