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Thank you for taking the time to read the UBAS Association Privacy Policy.
If you have any questions about anything found in this document, please contact us (click here).

This policy relates to all content hosted at the following address:

What data is stored?

  • If you are visiting the website and do not have a registered account, only basic data is stored to prevent malign activity (i.e. spam protection). This includes your IP address and browser type, and prevents malicious actors from causing disruption to our services.
  • If you have an account on our website, details as to what data we store and who we share this data with are found below.

Who we share your data with

  • On registering with the UBAS Association, your data will be shared internally for the purposes of website administration, membership, and finance.
  • You are able to change the privacy settings on all of the information you provide, except for your full name which is visible to other members by default.
  • If you request a password reset, your IP address will be included in the reset email.

How long we retain your data

  • If you post any content on our website, the content and its metadata are retained indefinitely. You can request this data to be removed by contacting the site administrator.
  • For users that register on our website, we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time. the website administrator can also see and edit that information.

What rights you have over your data

  • If you have an account on this site, or have created content, you can request to receive an exported file 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

  • Some content may be checked through an automated spam detection service to prevent malign activity.

Your Profile

  • When you register for our website, you will be asked to provide certain personal data for display on your profile. The “Name” field is required as well as public, and user profiles are only visible to other logged-in users. Other profile information is designated either required or optional, and has specific visibility settings that you are able to change in most cases.
  • User information provided during account registration can be modified or removed on the Profile > Edit panel. In most cases, users also have control over who is able to view a particular piece of profile content, limiting visibility on a field-by-field basis to friends, logged-in users, or administrators only. The website administrator can read and edit all profile data for all users.

Site Activity

  • Our website records certain user actions for those who are logged in, in the form of “activity” data. Activity includes updates and comments posted directly to activity streams, as well as descriptions of other actions performed while using the site, such as new friendships, profile updates, and content created on our website.
  • The content of activity items obey the same privacy rules as the contexts in which the activity items are created. For example, activity updates created in a user’s profile are visible to all logged-in users. The website administrator can view all activity items, regardless of context.
  • Activity items may be deleted at any time by users who created them. The site administrator can edit all activity items.

Personal Messages

  • The content of private messages are visible only to the sender and the recipients of the message. Site administrators are able to read all private messages in extremis, but private message content is never visible to other users or site visitors. Site administrators are able to delete the content of any message.

Contact us form

  • Our “Contact Us” form captures the IP Address for each submission to a Form, to prevent malign activity. Other personal data such as your name and email address is captured, so that we can return your enquiry.
  • When visitors or users submit a form we retain the data for 30 days. This can be longer if your enquiry is being actively pursued.
  • All collected data may be shown publicly if appropriate, and we send it to the Committee or Association to perform necessary actions based on its content.

Images and location data

  • If you upload images to our website, you should avoid uploading images with embedded location data (EXIF GPS) included. It is possible for visitors to download and extract any location data from images on the website. Find out how to remove EXIF data by clicking here.


Embedded content from other websites

  • Pages on this site may include embedded content hosted externally (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.

Third Party Tools




If you have any questions about this privacy policy, please contact the site administrator (click here).