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1. Privacy Policy

Last updated: [insert date]

1.1 Introduction

UK ROG (the “Organisation”, “we”, “us”, “our”) is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and store your personal data when you visit our website www.ukrog.org (the “Site”), subscribe to newsletters, contact us, or otherwise interact with us.

1.2 Data we collect

We may collect and process personal data including:

• Name, email address and other contact details when you join our mailing list, contact us, or become a member.
• Usage data: e.g., IP address, browser type, device type, pages visited, time spent on site, via web analytics tools (cookies and similar technologies).
• Any other information you voluntarily provide (e.g., in contact forms, membership applications, research collaboration enquiries).

1.3 How we use your data

We use your data for the following purposes:

• To provide you with newsletters, updates and other communications you have opted in to.
• To respond to your enquiries and manage our collaboration, membership or research-activities.
• To analyse and improve the Site, our content and services (via analytics).
• For administrative, legal and security purposes (e.g., record-keeping, preventing misuse of the Site, complying with legal obligations).

1.4 Legal basis for processing

Where required, we rely on the following lawful bases under UK/EU data protection law:

• Your consent (e.g., when you subscribe to a newsletter).
• Our legitimate interests (e.g., administering the Site, improving website usability, promoting our research group), except where such interests are overridden by your rights.
• Compliance with a legal obligation (e.g., where we must keep records for regulatory/charity reporting purposes).

1.5 Cookies and tracking technologies

We use cookies and similar technologies to collect usage data. You may be able to control cookie settings via your browser or via any cookie-consent banner. Non-essential cookies (such as analytics cookies) are only placed once you have given consent (where required).
For more information about the specific cookies we use and how to refuse them, see our Cookie Policy (below) or any cookie notice banner.

1.6 Disclosure of your data

We may share your personal data:

• With service providers who process data on our behalf (e.g., email marketing platforms, analytics providers) in accordance with our instructions and under confidentiality agreements.
• If required by law or to protect our rights, investigate fraud or respond to a government request.
• In anonymised/aggregated form that does not identify you personally.

1.7 International transfers

If any data is transferred outside the UK/EEA (for example to service providers in other jurisdictions), we will ensure appropriate safeguards (e.g., standard contractual clauses) are in place or rely on an adequate protection mechanism under applicable law.

1.8 Data retention

We will retain your personal data for no longer than is necessary for the purposes described above, in accordance with our data retention policy and legal obligations.

1.9 Your rights

Depending on your jurisdiction, you may have rights including:

• To access the personal data we hold about you.
• To request correction of inaccurate data.
• To request deletion or restriction of processing (in certain circumstances).
• To object to our processing of your data (where based on legitimate interests).
• Where processing is based on consent, to withdraw that consent at any time.
  To exercise any of these rights, please contact us at info@ukrog.org.

1.10 Children’s privacy

Our Site is not directed at children under the age of 13. We do not knowingly collect personal data from children under 13. If you believe we have collected such data, please contact us so we can delete it.

1.11 Changes to this policy

We may update this Privacy Policy from time to time. The “Last updated” date above will reflect the last revision. We encourage you to check back periodically.

1.12 Contact us

If you have any questions about this policy or our data-practices, contact us at:
UK Renal Oncology Group (UK ROG)
Email: info@ukrog.org

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2. Terms of Use (Terms of Service)

Last updated: [insert date]

2.1 Acceptance of Terms

By accessing or using the Site, you agree to be bound by these Terms of Use (“Terms”). If you do not agree to any of these Terms, please do not access or use the Site.

2.2 Use of the Site

You may use the Site only for lawful purposes and in accordance with these Terms. You agree not to:

• Use the Site in any way that violates any applicable law or regulation.
• Use the Site in a way that causes, or may cause, damage to the Site or impairment of the availability or accessibility of the Site.
• Use the Site to transmit or procure the sending of unsolicited or unauthorised advertising or promotional material.

2.3 Intellectual Property Rights

All content on the Site (including text, graphics, logos, images, podcasts, research summaries) is the property of UK ROG, its collaborators or licensors, and is protected by applicable intellectual property laws unless otherwise stated. You may view, download or print pages from the Site for your personal, non-commercial use only. Any other use (reproduction, modification, distribution) requires our prior written consent.

2.4 Links to Other Websites

The Site may contain links to third-party websites or resources. We do not control those websites and are not responsible for their content, privacy practices or availability. Inclusion of any link does not imply endorsement.

2.5 Disclaimer of Warranties

The Site is provided “as is” and “as available”. We make no representations or warranties of any kind, whether express or implied, regarding the operation of the Site or the accuracy, completeness or reliability of any content. Your use of the Site is at your own risk.

2.6 Limitation of Liability

To the fullest extent permitted by law, UK ROG shall not be liable for any loss or damage (including indirect or consequential loss) arising out of or in connection with your use of the Site, or inability to use the Site.

2.7 Indemnity

You agree to indemnify and hold UK ROG, its officers, members, collaborators and employees harmless from any claim, liability, loss, damage or expense (including legal fees) arising from your use of the Site or breach of these Terms.

2.8 Changes to Terms

We may revise these Terms at any time. The “Last updated” date will reflect when the Terms were last revised. Your continued use of the Site after changes indicates acceptance of the new Terms. We recommend you review these Terms periodically.

2.9 Governing Law

These Terms are governed by the laws of England and Wales. Any dispute shall be subject to the exclusive jurisdiction of the courts of England and Wales.

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3. Cookie Policy

Last updated: [insert date]

3.1 What are cookies?

Cookies are small text files placed on your device when you visit websites. They help websites recognise your device, recall your preferences and collect information on your browsing behaviour.

3.2 Our use of cookies

We use the following types of cookies on the Site:

• Essential cookies: needed for core functionality of the website (e.g., security, login, site navigation).
• Analytics cookies: to collect anonymous usage information (e.g., pages visited, time on site) to help us improve the Site.
• Marketing or tracking cookies: we may use third-party cookies (e.g., for social media sharing, embedded content) that track across websites.

3.3 Your choices

You can choose to accept or refuse cookies. Most browsers let you control cookie settings. If you disable cookies, some features of the Site may not function properly. You may be presented with a cookie-banner when you first visit the Site; you can manage your preferences from there or via your browser settings.

3.4 Third-party cookies

We may embed content from third-parties (e.g., YouTube videos, podcast players, social media feeds). These third-parties may place cookies on your device and have separate privacy policies. We recommend you review those third-party policies as well.

3.5 Changes to this policy

We may update this Cookie Policy from time to time. The “Last updated” date will reflect the last revision.

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4. Research / Data Use Disclaimer

Given that UK ROG is a research-based collaborative group, and the Site may present research summaries or links to trials:

• The information on this Site is for general informational purposes only and does not constitute medical or professional advice.
• Always seek appropriate professional or clinical advice for individual healthcare decisions.
• We do not guarantee that any clinical trials or initiatives referenced will be suitable or available to you, and we are not responsible for any outcomes from decisions you make based on information on this Site.

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5. Contact & Feedback

If you have any questions, wish to exercise your data-rights, or provide feedback on these policies, please contact us at:
UK Renal Oncology Group (UK ROG)
Email: info@ukrog.org