Privacy Policy
How the Old Tridents Society handles personal data collected through this website.
1. Who we are
This website (otsociety.co.uk) is owned and operated by the Trustees of the Old Tridents Society ("the Society", "we", "us"), an alumni society associated with Trent College, Long Eaton.
This website is independent of Trent College and the Old Tridents Network. No personal data held by Trent College, the school's alumni database or the Old Tridents Network is shared with the Society. The Trustees only have access to information voluntarily submitted by individuals when booking through this site.
For matters relating to data held by Trent College or the Old Tridents Network, those are governed by the school's own privacy policy; queries about this site can be directed to the Trustees at tomrsingleton@gmail.com.
2. The data controller
The Trustees of the Old Tridents Society are the data controller for personal data submitted through this website. The Trustees can be contacted at tomrsingleton@gmail.com.
3. What data we collect, and why
We only collect the data we need to fulfil the booking you choose to make.
3.1 Booking data
| Field | Purpose |
|---|---|
| Booker name | To confirm the order and contact the lead guest |
| Booker email | To send booking confirmation and event updates |
| Booker phone | To contact the booker if there is a problem with the booking |
| Each guest's first name and surname | To produce attendee lists, table plans and place cards |
| Dietary requirements | To brief the College catering team |
| Access requirements | To arrange appropriate access and mobility support |
| Seating-with-friends request | To accommodate seating preferences where possible |
| Year left Trent (optional) | To help with year-group seating |
3.2 Payment data
All payment is processed by Stripe Payments UK Ltd. We do not see, store or have access to card numbers, expiry dates, CVV codes or any other payment credentials at any point. We receive only a confirmation that payment has succeeded, the amount paid, and a non-identifying Stripe reference.
3.3 Website analytics
If — and only if — you give consent via the cookie banner, we collect anonymised analytics to understand how visitors find and use the site. This may include your IP address, browser type, country, referring site and which pages you visit. You can decline this at any time and the site will work normally without it. We do not use analytics for advertising or share it with third parties for marketing.
4. Lawful basis for processing
We rely on the following lawful bases under the UK GDPR:
- Performance of a contract (Article 6(1)(b)) — for processing your booking, taking payment via Stripe, issuing confirmation, and managing your attendance at the event.
- Legitimate interest (Article 6(1)(f)) — for limited, security-relevant logs needed to keep the site working safely.
- Consent (Article 6(1)(a)) — for optional website analytics, where you opt in through the cookie banner.
5. Sub-processors
The following organisations process data on our behalf, under written terms requiring GDPR-compliant handling:
| Provider | Purpose |
|---|---|
| Stripe Payments UK Ltd | Payment processing (PCI-DSS Level 1) |
| Resend | Sending booking confirmation emails |
| Railway | Hosting the booking backend and database |
| Vercel | Hosting the public website |
6. Sharing data with Trent College
Booking data is shared with the Old Tridents Society's contact at Trent College on a weekly basis, in summary form, so that the school can maintain accurate event records for catering, seating and access purposes. This is strictly limited to information submitted by attendees through this site for the purpose of attending the event.
No data flows in the other direction — the school does not share alumni records with this website.
7. How long we keep your data
- Booking records: retained until 90 days after the event for refund queries, catering reconciliation and accounting, then deleted from the booking system.
- Financial records: Stripe and accounting records are retained for the period required by HMRC (currently 6 years).
- Email confirmations: retained by our email provider for delivery logs for a short period and then purged.
- Analytics: retained for up to 14 months, then deleted.
8. Your rights
Under the UK GDPR you have the right to:
- Request access to a copy of the personal data we hold about you;
- Request correction of inaccurate data;
- Request erasure of your data (subject to legal retention obligations);
- Object to processing or withdraw consent for analytics at any time;
- Request that your data be provided in a portable format.
To exercise any of these rights, contact tomrsingleton@gmail.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).
9. Cookies
This site uses two categories of cookies:
- Essential cookies — required to keep the site working (e.g. remembering that you have dismissed the cookie banner). These cannot be disabled.
- Analytics cookies — only set if you click "Accept" on the cookie banner. You can clear them from your browser at any time.
10. Booking via the Old Tridents Network instead
If you would prefer to book through the official Old Tridents Network platform, please visit alumni.trentcollege.net/events. Bookings made through that platform are governed by the school's own privacy policy.
11. Changes to this policy
We may update this policy from time to time. The current version always lives at this URL and the "last updated" date at the top of the page will be revised whenever the policy changes.
12. Contact
Questions about this policy, or about how we use your data:
tomrsingleton@gmail.com