Policies
Cookie Usage Policy
Last updated: September 2019
What is a cookie?
A cookie is a chunk of data, typically stored as a text file, that is placed on your computer or other device when you visit a particular website.
The cookie is used to identify your device to the website when you visit again so that the site can load your preferences, automatically accept your credentials, or otherwise personalise the experience. Cookies do not store personal information about you, just information identifying your device.
What types of cookies do we use?
Necessary cookies
Necessary cookies enable us to offer you the best possible experience when accessing and navigating through the website and using its features. For example, these cookies let us recognise that you have created an account and have logged into that account. Without them, some parts of the site would be difficult to use.
Functionality cookies
Functionality cookies let us operate the site in accordance with the choices you make. For example, we will recognise your username and remember how you customised the site, for use in future visits.
Analytical cookies
These cookies enable us and third-party services to collect aggregated data for statistical purposes on how our visitors use the website. We use Google Analytics to track our website traffic. These cookies do not contain personal information and are used to help us monitor and improve the user experience of our website.
How to restrict or block cookies?
Most web browsers are set to accept cookies by default. If you prefer, you can choose to set your browser to restrict or block cookies. Please note that if you choose to restrict or block cookies, this could affect the availability and functionality of our website. Please refer to your browser help instructions to learn more about cookies and how to manage their use.
Contacting us
If you have any questions about this policy or our use of cookies, please contact web[at]centrepoint.ch.
Email Usage Policy
Last updated: 25th September 2019
The following policy applies to all volunteers who have Centrepoint email accounts:
- When sending emails or replying to emails to external organisations (e.g. advertisers) on behalf of Centrepoint, the Centrepoint email address must be used.
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When sending emails to other volunteers or to Centrepoint members on behalf of Centrepoint, volunteers may choose whether to use their personal email account or their Centrepoint email account, though the latter is strongly recommended for the following reasons:
To protect our volunteers from unwanted emails: our volunteers liaise with external organisations and/or other members (e.g. when organising events). While rare, it can happen that an organisation or member becomes "a nuisance" sending unwanted emails. If the volunteer is using a Centrepoint email address we can simply change the email address so that the offending emails are no longer received (as opposed to the volunteer having to change their personal email address).
To protect our volunteers' data: a volunteer cannot be certain what happens to an email which they send to an organisation and/or member - Is it forwarded and if so to whom? Is it added to a database for future mailings? Therefore using a Centrepoint email address is less risky than using a personal email address to make contact.
To present a professional image of Centrepoint: we think that if organisations and members receive emails from multiple Centrepoint volunteers it is helpful for them to experience the same "brand". By using Centrepoint emails we can ensure that we are all using standard fonts and signatures.
To help future volunteers who take over a role at Centrepoint: it can be very useful for volunteers to see the email history for the roles they take on e.g. a new Trip Organiser volunteer to see emails about past events. By using a Centrepoint email account for Centrepoint business it means that all relevant emails are stored for future volunteers to access if necessary
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If volunteers forward any emails from their Centrepoint email accounts to their personal email accounts, they must ensure that the emails are deleted from their personal accounts once they have been dealt with and are only stored in their Centrepoint email account.
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When sending an email to multiple members the “BCC” (Blind Carbon Copy) option should be used rather than the “To” option so that members’ email addresses are not divulged to each other. An exception to this is when a Centrepoint group has agreed that their email addresses can be shared amongst each other.
Non-Member Attendance at Centrepoint Events Policy
Last updated: 4 June 2019
The Non-Member Attendance at Centrepoint Events Policy applies to all events that are organised by Centrepoint, either on- or off-site. The rules for non-member attendance vary by event type as detailed below.
Note. Standard members include all people living in a household that has paid the annual membership fee. Non-members are therefore anyone else.
Aperos
Non-members can attend aperos and are charged CHF 10 to attend.
Centrepoint Groups
Non-members cannot attend Centrepoint Groups. To join, they must become a Centrepoint member.
Coffee Mornings and Kaffee Auf Deutsch
Non-members can attend a couple of these events but should then be requested to join Centrepoint. If they do not wish to join, then the non-member should be informed that they can no longer attend. A weekly sign in sheet will track attendance, noting non-members.
Conversation Groups
Non-members can attend one session. Sometimes a second session is provided if the non-member needs to attend another group to ensure the best language level is found. If they decide to join a group then they must become a Centrepoint member. If they do not wish to join, then the non-member should be informed that they can no longer attend.
The Conversation Group Board Members check that attendees are members of Centrepoint and follow up with any attendees who are not.
Talks and Activities held at Centrepoint, including My Place
Non-members cannot typically attend these events (but see exceptions below). If the event organiser is uncertain whether a person is a member or not, they can either check with Membership (if the request to attend is made in advance) or ask the person when they attend the event.
Exception 1: If an event is under-subscribed by the booking deadline date (usually one week before an event) then event organisers/presenters can invite non-members to make up the numbers. If the event is chargeable, non-members should be charged the same fee as members.
Exception 2: If a member asks to bring a house-guest, i.e. a friend or family member staying with them, then up to two house-guests may be considered as being part of the household, but this is at the discretion of the event organiser and should not be included in the notice advertising the event. The following procedure should be followed:
- If places are restricted and there is a ballot process, then members will be prioritised over house-guests.
- If places are restricted and it is first come, first served, then members will be prioritised until a week before the event.
- If places are unrestricted (i.e. no maximum limit), then house-guests can be accepted.
If the event is chargeable, non-members/house-guests should be charged the same fee as members.
Tours, Trips and Outings held offsite
Non-members cannot typically attend these events (but exception 2 outlined above applies).
Vernissages
Non-members are welcome to attend vernissages.
Miscellaneous Events
Non-member attendance at any events that do not fall under the above categories must be agreed by the Board before the event is advertised.
Should any query or dispute arise when following this policy, it should be raised to the Secretary for consideration and resolution.
Privacy Policy
Last reviewed: 22nd May 2018
Centrepoint treats the privacy of members with the highest importance. This policy details the measures Centrepoint takes to safeguard your privacy.
Regular updates of this policy will be made, requiring you to check back on this policy from time to time. If a significant update is made a notice to alert our membership will be given in the next possible edition of Horizon.
1. Information Collection by Centrepoint
Centrepoint will use the information you provide for processing your membership application and event registrations. It is also used for internal processes, electronic and postal communications that are necessary to improve the services Centrepoint offers to its members.
1.1. Registration
In order to become a Centrepoint Member, it is necessary to first create an account on the Centrepoint website. It is preferable if the account is in the name of the person in your household who will use Centrepoint the most. If you require assistance to do this, there is usually someone at the Centrepoint Friday Coffee Morning who can assist you. All standard and student members must be 18 years of age, or older.
If you would like to add additional household members to your membership, information about how to do this will be sent to you upon request.
To create an account, a member must provide the following information: unique email address, full name, nationality, mother tongue and full postal address. You can also select how you wish to receive your Horizon newsletter and also opt into receiving Centrepoint news by e-mail. You can access and update your information and settings by logging onto the membership database and editing your profile.
Once your payment has been received you can set up a password and access the members area of the website. It is possible to change your password once you have logged onto the website.
A member’s password is never visible to any other member of Centrepoint or any third party. If you forget your password it is possible for you to request a new password via the website.
2. Sharing Personal Data
2.1. Sharing Personal Data with Other Members of Centrepoint
Depending on a member’s individual chosen privacy settings, profile information that a member submits to Centrepoint may be available to other Centrepoint members. In order to provide Centrepoint’s services library volunteers and desk volunteers are able to see contact information of members, but cannot search the information or send bulk emails. Only a limited number of people have access to the membership database. All library volunteers, desk volunteers and database administrators have signed a confidentiality agreement and require access to perform their roles.
2.2. Sharing Personal Data with Third Parties
Centrepoint does not share any member’s personal or other information with any third-party individuals or organisations. At no point is the information held by Centrepoint made available to any other organisation or individual. An exception would be made, however, in the event of law enforcement supported by the relevant warrants.
With the exception of the mandatory administrative information, access and control over personal information is readily available through the profile editing tools on the Centrepoint website.
2.3. Changing or Removing Information
If you require assistance to change information contact the Centrepoint Membership team at membership[at]centrepoint.ch
2.4. Leaving Centrepoint
On a member leaving Centrepoint all information that they provided is held dormant for a period of 10 years to comply with Swiss legislation. This information is protected from any access by any third party. An exception would be made, however, in the event of law enforcement supported by the relevant warrants.
During the application process you have the option to give consent to receiving information essential to the running of Centrepoint by email and/or by post. You can also select how to receive your Horizon newsletter. You can access and update your information and settings by logging onto the membership database and editing your profile.
2.5. Storage of Personal Information
When you submit your personal information on the Centrepoint website online or by any other electronic communication, you agree to the transfer and storage of that information for storage and processing. Information submitted by you is stored on secure servers. However, secure transmission of that data over the internet can never be fully guaranteed. For this reason, if you elect to work online and/or transmit data, it is at your own risk. You are responsible for providing adequate security measures on your computer, keeping your password confidential and changing your password regularly.
2.6 Further Information
If you require further information regarding Centrepoint’s use of your personal data contact secretary[at]centrepoint.ch.
Photography Policy
Last updated: June 2020
Centrepoint uses photographs in its various communications channels including the Horizon newsletter, the weekly briefing email, the website and social media platforms. Centrepoint also uses photographs in marketing materials such as posters, flyers and external media articles.
Wherever possible Centrepoint uses photographs that have been taken by Centrepoint members so that permission to publish the photographs can be easily obtained. If it is necessary to use a photograph from a source other than a Centrepoint member, then the relevant copyright laws will be observed.
Photographs taken at Centrepoint events/activities may include the participants. The following procedures apply:
1. Where members are asked to register in advance for an event/activity at which photographs may be taken, the registration email will confirm that photographs may be taken and will request that any member not wishing to have their photograph taken should inform the organiser, either by replying to the registration email or by informing the organiser at the start of the event/activity.
2. Where there is no event/activity pre-registration but there is registration at the door, there will be a sign on the registration desk or notice on the registration form informing participants that photographs may be taken. If a member does not wish to have their photograph taken, they should inform the event/activity organiser and the photographer.
3. Where there is no advance or at the door registration for an event/activity then, if a member does not want their photograph to be taken and sees a photographer, they should inform the photographer.
4. Whenever possible photographers at Centrepoint events/activities should also ask people if they mind having their photograph taken before taking a photograph.
5. If it is intended to identify people in a photograph by name in a communication, then this must be made clear to the people in the photograph and verbal or written consent obtained by the person wishing to use the photograph.
6. Photographs of children up to 18 years of age will not be taken without the permission of their parents or guardians. Photographs of children’s faces, which could identify them will not be used.
7. Any photographs taken at Centrepoint events/activities for use in communications and marketing materials will be stored securely.
In addition to the above procedures, if a member sees a photograph of themselves on any Centrepoint communication and wishes to have it removed, they should either contact a Board member or email info[at]centrepoint.ch stating their objection and the photograph will be removed as soon as reasonably possible.
Note. The above policy also applies to videos/films.
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