UACS Website Launch Notification
Privacy & Personal Data Management Policy
Effective date: 3 October 2026
Version: 1.0
Data Controller: UACS
1. About this policy
UACS respects your privacy and is committed to protecting the personal information you provide when registering to receive notification that our new website has launched.
This page explains what information we collect, why we collect it, how UACS stores and protects it, who may have access to it, how long we retain it and your rights in relation to your personal information.
UACS will handle your personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who is responsible for your information?
UACS is the Data Controller responsible for the personal information collected through the website launch notification registration form.
UACS determines how and why your information is collected, used, stored and ultimately deleted.
If you have any questions about how your information is handled, or wish to exercise your data protection rights, please contact UACS using the contact details provided below.
datacontroller@uacs.org.uk
3. What information do we collect?
We will only collect the information necessary to notify you when the new UACS website goes live.
This will normally consist of:
- Your name
- Your email address
- The date and time you registered
- A record that you provided your consent
- The version of the consent wording that was presented to you when you registered
We will not ask you to provide sensitive or special category information through this registration form.
We will not request information such as your address, telephone number, date of birth, financial information or health information because this information is not necessary for the purpose of this registration. UACS applies the principle of data minimisation and will only collect information that is necessary for the stated purpose. (Information Commissioner’s Office)
4. Why do we collect your information?
Your information will be used solely to:
- Record your request to be notified when the new UACS website launches.
- Maintain the notification registration list.
- Send you a notification when the new website is available.
- Manage requests to withdraw consent or have your information deleted.
Your information will not automatically be added to a general UACS marketing or newsletter mailing list.
If UACS wishes to use your information for a different purpose in the future, we will consider the applicable data protection requirements before doing so. Personal information should not simply be reused for an incompatible purpose. (Information Commissioner’s Office)
5. Our lawful basis for processing your information
For this specific website-launch notification service, UACS relies on your consent as the lawful basis for processing your personal information.
By submitting the registration form, you actively choose to allow UACS to use your information for the purpose explained on this page.
Consent must be freely given, specific and informed, and must involve a clear positive action. Pre-ticked consent boxes are not appropriate. (Information Commissioner’s Office)
The registration consent
The registration form should contain an unticked checkbox stating:
☐ I consent to UACS using my name and email address to notify me when the new UACS website launches. I understand that I can withdraw my consent at any time.
Submitting the form without agreeing to this consent will not result in your information being added to the notification list.
6. How we store your information
Your registration information will be stored securely within the systems used by UACS to operate its website and website-launch notification service.
Access to the information will be restricted to authorised UACS personnel who have a legitimate need to access it.
UACS will not intentionally make the registration information publicly accessible.
7. How we protect your information
UACS will use appropriate technical and organisational measures to protect the personal information we hold.
Depending on the systems being used, these measures may include:
- HTTPS/TLS encryption when information is submitted to the website.
- Secure WordPress administration.
- Strong administrator credentials.
- Multi-factor authentication where available.
- Restricted administrative access.
- Regular WordPress, plugin and security updates.
- Appropriate security monitoring and audit logging.
- Secure backups.
- Restricted access to backups.
- Protection of database credentials and application passwords.
- Removal of unnecessary user accounts and access permissions.
UACS will regularly review the security of the systems used to process this information.
8. Who may process your information?
Your information will primarily be managed by UACS.
Where an external organisation provides technology required to operate the notification service, such as website hosting, email delivery, WordPress software or backup services, that organisation may process information on behalf of UACS where necessary.
UACS will take appropriate steps to ensure that relevant third-party providers are subject to appropriate data protection and security arrangements.
9. International transfers
UACS will consider where personal information is stored or processed by third-party service providers.
Where information is transferred outside the UK, UACS will ensure that any applicable UK data protection requirements concerning international transfers are addressed using an appropriate legal mechanism or safeguard.
10. How long will we keep your information?
UACS will not retain your website-launch registration information indefinitely.
The information will normally be retained until the website launch notification has been completed and for a limited period afterwards to allow UACS to deal with any legitimate administration arising from the notification.
Our planned retention period
Your registration information will normally be deleted or securely anonymised within three months after the website-launch notification has been sent.
If the website launch is substantially delayed, UACS will periodically review whether the information is still required.
Personal information should not be retained indefinitely where it is no longer required for the purpose for which it was collected. Organisations should be able to justify their retention periods. (Information Commissioner’s Office)
11. Withdrawing your consent
You can withdraw your consent at any time.
You will not be penalised for withdrawing your consent.
UACS will provide an easy way for you to withdraw your consent, such as an unsubscribe facility in the notification email or by contacting UACS using the contact details provided on this page.
When you withdraw your consent, UACS will stop using your information for the website-launch notification purpose and will delete it where appropriate.
The ICO requires withdrawal of consent to be as easy as giving consent. (Information Commissioner’s Office)
To withdraw your consent, contact: datacontroller@uacs.org.uk
12. Your data protection rights
Depending on the circumstances, you may have rights under data protection legislation including:
- Right to be informed about how your information is used.
- Right of access to your personal information.
- Right to rectification of inaccurate or incomplete information.
- Right to erasure of your personal information in applicable circumstances.
- Right to restriction of processing in applicable circumstances.
- Right to data portability where applicable.
- Right to object to certain processing.
- Right to withdraw consent where processing is based on consent.
The availability of individual rights depends on the applicable circumstances and lawful basis for processing. (Information Commissioner’s Office)
To exercise your rights, contact: datacontroller@uacs.org.uk
13. Complaints
If you have concerns about the way UACS handles your personal information, we encourage you to contact us first so that we can investigate and address your concern.
You also have the right to complain to the UK’s data protection regulator:
Information Commissioner’s Office (ICO)
Information Commissioner’s Office
14. Personal data breaches
UACS maintains procedures for dealing with personal data security incidents.
If a breach occurs, UACS will assess the nature and severity of the incident, the information involved, the potential risk to individuals and the actions required to contain and remedy the incident.
Where applicable, UACS will notify the ICO and affected individuals in accordance with the requirements of data protection legislation.
15. Data protection by design
The website-launch registration system has been designed around the principle of collecting the minimum information necessary for the stated purpose.
The information collected will not be used for unrelated purposes.
Any significant change to the purpose of the registration system or the way the information is processed will be reviewed before the change is introduced.
16. Deletion of information
When the retention period expires, UACS will securely delete or anonymise the information from its active systems.
Where information is contained within backups, it will be removed in accordance with the normal secure backup lifecycle and will not be restored to active processing unnecessarily.
17. Consent records
UACS will retain an appropriate record demonstrating:
- who provided consent;
- when consent was provided;
- how consent was provided;
- what the individual was told when consent was provided; and
- the specific purpose for which consent was obtained.
This allows UACS to demonstrate that consent was properly obtained and managed. (Information Commissioner’s Office)
18. Policy review
This policy will be reviewed periodically and whenever there is a significant change to the website-launch notification process, the technology used to operate it, the purposes for processing personal information or applicable data protection requirements.
Policy owner: UACS
Version: 1.0
Effective date: 3 October 2026
Next scheduled review: 3 October 2027