Privacy Policy

CLAUD is committed to protecting your privacy in line with the EU’s General Data Protection Regulation 2018. This statement contains information about how your data is collected and used by CLAUD.

Please address enquiries to the CLAUD Chair.  You can submit by email to or by completing our web form.  We will respond as quickly as possible.

We may obtain personal information from you when you do one of the following:

  • Enquire about our activities
  • Make an online booking request
  • Join the CLAUD committee
  • Otherwise provide us with personal information

The types of information collected might include your name, employer, email address, and special access or dietary requirements for study days or visits.

How do we use this information?

We use personal information to provide services or information you have requested. This information enables CLAUD to maintain membership records, add you to the mailing list so you can be kept up to date with training events and to collect subscription renewals.

Do we use ‘Cookies’?

Cookies are used by Google Analytics to collect anonymous data on your use of the CLAUD website.

How do we protect personal information?

We take appropriate measures to ensure that the information disclosed to us is kept secure, accurate, up to date and kept only for so long as is necessary for the purposes for which it is used and to fulfil our legal obligations.

CLAUD uses third party providers for certain functions, e.g. Eventbrite for study day bookings, JiscMail for mailing list provision, Weebly for website content management and Fasthosts for website hosting.

To ensure our website provides good service to visitors, CLAUD collects aggregated anonymised information about usage from our content management software, website host and from Google Analytics.

Will we disclose the information we collect to outside parties?

We may pass your information to organisers at member institutions hosting study days but only to ensure special access or dietary requirements are met.

Who keeps your data safe?

The Chair, Treasurer and Secretary will take appropriate measures to ensure that the information disclosed to CLAUD is kept secure, accurate and up to date, supported by the rest of the committee. All information is held in a single shared Google account and on third party platforms to which the appointed officers have access.

Passwords held by appointed officers will be changed to safeguard your personal data if a committee member stands down or ceases to be contactable.

How long do we keep your data?

Data relating to membership of CLAUD is retained only for the period of membership. Once an institution ceases to renew their annual subscription their membership data is deleted from the contact list.

Financial records are retained for the statutory required accounting period.

In the case of a data breach the CLAUD Chair, or other designated committee member will:

  • Report the breach to the appropriate authorities for investigation
  • Notify all member institutions
  • Change passwords and review data storage

Keeping in contact with you

If you notify us to say that your contact details have changed, we will confirm this with you and update our records.

If we receive an email bounce back from your email account, we will remove this contact from our records noting the date removed.

Your Consent

By providing us with your personal data, including sensitive personal data, you consent to the collection and use of any information you provide in accordance with the privacy statement.

Right of access

You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected.

Under Article 17 of the GDPR individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances. Click here for further information.


Personal data collected by our website


If you provide images for upload 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.

Contact forms

The information you enter into the contact forms is emailed to all the members of the CLAUD Management Committee and a copy is stored.  This allows us to answer your enquiry as quickly and efficiently as possible.


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 visit our login page, 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 tracking your interaction with the embedded content if you have an account and are logged in to that website.

What rights you have over your data

You can request to receive a copy 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.

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