CLEAPSS Supporting practical science and technology
CLEAPSS: Privacy policy.
CLEAPSS are committed to protecting and respecting your privacy

CLEAPSS ("We") are committed to protecting and respecting your privacy. This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting the CLEAPSS site you are accepting and consenting to the practices described in this policy.

Our site may, from time to time, contain links to and from other websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Information we may collect from you

We are registered to collect, store and process data in accordance with the Data Protection Act 1998 (Registration Number: Z6329676). Further details of our registration and the act can be found here.

We may collect and process the following data about you:
  • Information you give us.

    You may give us information about you by filling in forms on our site (our site) or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register to use our site, subscribe to our service, participate in discussion boards or other social media functions on our site and when you report a problem with our site. The information you give us may include your name, address, e-mail address and phone number and details of your employment.

  • Information we may collect about you.

    With regard to each of your visits to our site we may automatically collect the following information:

    1. technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
    2. information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time); pages you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

  • Information we receive from other sources.

    We may receive information about you if you use any of the other websites we operate or the other services we provide.


Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie policy.

Uses made of the information

We use information held about you in the following ways:
  • Information you give to us.

    We will use this information:
    1. to provide you with the information and services that you request from us.
    2. to notify you about changes to information our services.
    3. to ensure that content from our site is presented in the most effective manner for you and for your computer.

  • Information we collect about you.

    We will use this information:
    1. to administer our site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
    2. to improve our site to ensure that content is presented in the most effective manner for you and for your computer.
    3. to allow you to participate in interactive features of our service, when you choose to do so.
    4. as part of our efforts to keep our site safe and secure.

  • Information we receive from other sources:

    We may combine this information with information you give to us and information we collect about you. We may us this information and the combined information for the purposes set out above (depending on the types of information we receive).

Disclosure of your information

We will only disclose your personal information to third parties:
  • in the event that any of the responsibilities of CLEAPSS pass to another person, local authority(ies), organisation or body whether corporate or unincorporated.
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use or other agreements
  • or to protect the rights, property, or safety of CLEAPSS, our members, other users of our website, materials or services or others.

Where we store your personal data

The data that we collect from you will be stored on our secure servers in the United Kingdom. By submitting your personal data, you agree to this storage.

Before reaching our servers, your data may be transmitted via internet servers outside of the United Kingdom. You should take note that the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

How long we keep your personal data
The data that we collect from you will be retained by CLEAPSS for as long as it remains useful in serving the purpose for which it was submitted, or for two years after you or your organisation ceases to be a member (whichever is shorter).

Some categories of data may be retained for a longer period, as long as it remains useful in providing services to you or our wider membership.

You have the right, at any time, to ask us to delete all personal data we hold about you by contacting us at the address below. Such requests will be treated in accordance with the GDPR Right to erasure.

The above does not apply to data relating to financial transactions between you and CLEAPSS which will be retained in line with our statutory obligations.

Your rights
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at the address below.

Access to information
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our Privacy Policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to:
The Gardiner Building
Brunel Science Park
Kingston Lane
Uxbridge, UB8 3PQ