Privacy Policy

This page explains what personal information we collect through the Umbraco Kent Meetup website, why we collect it, how we use it, and the rights you have under UK data protection law. We try to keep things minimal and to be honest about what we do and don't do.

Who we are

For the purposes of UK GDPR and the Data Protection Act 2018, the data controller for this website is the Umbraco Kent Meetup organising team. You can contact us at info@umbracokentmeetup.org.uk.

The Umbraco Kent Meetup is a community-run, non-commercial group. We are not a registered company, and we do not hold a paid ICO registration - the ICO's exemption rules cover not-for-profit community groups whose data processing is limited to membership and similar administration.

What we collect

We collect the smallest amount of personal data we can to run the meetup and the website.

Information you give us

• Contact form submissions - if you submit the contact form, we receive your name, email address, subject, and message. These come straight to the organiser inbox.

• Email correspondence - if you email us directly, we'll have whatever you put in the email and your reply-to address.

Information collected automatically

• Analytics - if you accept the cookie banner, Google Analytics 4 records anonymised information about your visit (pages viewed, time on site, country, device type). IP addresses are anonymised before storage. See the cookie policy for the cookies involved and how to opt out.

• Server logs - our hosting provider (Microsoft Azure) keeps standard web request logs for security and reliability purposes. These include IP addresses and request paths and are retained for a short period for diagnostic and abuse-prevention reasons.

How we use your information

• To respond to contact form submissions - we read the form submission, review your message and email you back. We do not add you to any mailing list.

• To run the site - server logs let us spot errors, bots, and abuse.

• To improve the site - aggregated analytics tell us which pages are popular and where the audience is, which helps us prioritise content. We never use analytics to identify individuals.

Lawful basis for processing

We rely on the following lawful bases under UK GDPR Article 6:

• Legitimate interest for handling contact form submissions (you provided the data specifically to be contacted about your proposal) and for running aggregated analytics in a way that respects your cookie choice.

• Consent for setting non-essential cookies, including Google Analytics. Consent is explicit (you click Accept on the banner) and can be withdrawn at any time.

Who we share it with

We do not sell your data. We do not share it with anyone for marketing. The third parties listed below process small amounts of information on our behalf as part of running the site:

How long we keep it

• Contact form submissions: kept for as long as needed to consider, schedule, and run the talk - typically a few months. Long-running threads (e.g. a speaker who is presenting recurring talks) are kept while the relationship is active.

• Server logs: kept by our hosting providers for the durations they specify - typically 30-90 days.

• Analytics data: GA4 user-level data has a 14-month retention by default. Aggregated reports may be kept indefinitely.

• Cookies: see the cookie policy for individual cookie durations.

Your rights

Under UK GDPR you have the following rights regarding your personal data:

• Access - ask for a copy of the personal data we hold about you.

• Rectification - ask us to correct anything that's wrong.

• Erasure - ask us to delete your data ("right to be forgotten"), subject to limited exceptions.

• Restriction - ask us to stop processing your data while a question about it is resolved.

• Objection - object to processing based on legitimate interest.

• Portability - ask for your data in a machine-readable format to take elsewhere.

• Withdraw consent - for anything we process on the basis of consent (i.e. analytics cookies), you can withdraw at any time. See the cookie policy for how.

To exercise any of these, email info@umbracokentmeetup.org.uk. We'll respond within one calendar month, as UK GDPR requires.

International transfers

Some of our service providers (Google, Microsoft, Cloudflare) operate globally and may process data outside the UK. They each maintain appropriate safeguards for international transfers (Standard Contractual Clauses, UK Adequacy Regulations, or equivalent) under UK GDPR Chapter V. Where the EU-US Data Privacy Framework applies, we rely on it.

Children's data

The Umbraco Kent Meetup is aimed at adults and we don't knowingly collect data from children under 13. If you think a child has submitted personal data through the site, please email us and we'll delete it.

Security

We use HTTPS for all traffic, store form submissions only briefly in our email inbox, and rely on our hosting providers' security controls. The site itself does not store any submitted form data in a database we control - the contact form submission goes straight from the website to our email inbox.

Complaints

If you're unhappy with how we've handled your data, please get in touch first - we want to fix it. You also have the right to complain to the UK Information Commissioner's Office (ICO):

• Website: ico.org.uk/make-a-complaint

• Helpline: 0303 123 1113

Changes to this policy

We'll update this page if we change how we handle data. Substantive changes will be reflected by the date at the bottom.

Contact

Questions about this policy or your data? Email info@umbracokentmeetup.org.uk.

Last updated: 9 May 2026.