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Cookies Policy

Overview for all staff

  • Cookies are small text files downloaded to a user’s device, such as a computer, when they access a website; cookies enable the website to recognise the device and store information about the user’s preferences or past actions. 

  • Users who accept all cookies while viewing the organisation’s webpages or downloading information should be advised that details of their visit may be recorded, although this will not identify them personally. 

  • The duration of a cookie depends on its purpose; this organisation ensures cookies are used only when necessary and are proportionate to their intended purpose. 

  • As this organisation uses social media platforms, those platforms may place cookies on users’ devices when their pages are visited; the organisation’s privacy notice references this and explains how individuals can control non-essential cookies. 

Introduction

  1. Policy statement 

 

The purpose of this policy is to outline considerations for the use of cookies on the organisation’s website, and will explain what cookies are and how to maintain compliance with the Privacy and Electronic Communications Regulations (PECR) EC Directives 2003. 

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  1. 2 Status 

 

In accordance with the Equality Act 2010, we have considered how provisions within this policy might impact on different groups and individuals. This document and any procedures contained within it are non-contractual, which means they may be modified or withdrawn at any time. They apply to all employees and contractors working for the organisation. 

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Understanding Cookies

2. What are cookies? 

 

The Information Commissioner’s Office (ICO) explains that cookies are small files of letters and numbers that are downloaded onto the user’s computer when they visit a website. Cookies can help to remember the user’s preferences, record what they have added to their shopping basket and are also used to count the number of people looking at a website. This organisation has a responsibility to provide clear and comprehensive information about how it uses cookies.  

 

allaboutcookies.org provides information about the various types of cookies, with additional information available from Age UK.  

 

2.1 Are cookies safe? 

 

Users accessing the organisation’s website have a choice to accept strictly necessary cookies only, or to accept all cookies. Users reading the organisation’s webpages and downloading information who have accepted all cookies must be advised that this will result in information about their visit being captured, although it will not identify them.  

 

Generally, cookies are deemed safe; they are not viruses; however, they can be used for malicious purposes such as acting as a form of spyware. allaboutcookies.org advises that many anti-spyware products are aware of this problem and routinely flag cookies as candidates for deletion after standard virus and/or spyware scans.  

 

2.3 Disabling cookies 

allaboutcookies.org provides detailed guidance on disabling cookies on most modern browsers, while also making recommendations on when users should disable cookies. 

3. Organisation requirement 

 

This organisation will adhere to the ICO guidance to ensure compliance with the PECR and must: 

 

  • Explain to users that cookies are used 

  • Advise what the cookies are doing and why 

  • Obtain consent from users to store a cookie on their device 

 

Users of this organisation’s website must give consent, and this is done by them ticking a box or clicking a link on the website confirming that they fully understand that specific cookies are being set. In addition, users can enable or disable non-essential cookies easily. 

 

3.1 Opting out 

 

The user can decline to accept cookies and/or choose at any time to reject, block or delete cookies that are currently stored on their device. Users can find out how to do this for their browser by clicking ‘help’ on the browser's menu or by visiting: www.allaboutcookies.org. Users should be advised that should they opt to block cookies, they may not be able to access certain features of the organisation’s website.  

 

For mobile phones, information on how to reject or delete cookies on the browser can be sought in the user device manual. 

  1. Duration of cookie on device 

The duration of the cookie will depend on the purpose of it. This organisation ensures that the use of cookies is both limited to what is necessary to achieve the purpose and proportionate in relation to the intended outcome. 

 

3.2 Cookie audit 

 

This organisation will conduct a cookie audit as detailed in the ICO guidance. Re-audit is essential and will be conducted annually. 

 

3.3 Social media platforms 

 

As this organisation uses social media platforms, it should be noted those platforms will also set cookies on users’ devices once they visit those pages. Therefore, the privacy notice on the website includes references to its social media sites and how individuals are able to control the setting of any non-essential cookies once they visit that site.  

 

3.4 Non-compliance 

 

In cases where organisations refuse or fail to comply voluntarily, the ICO has a range of options available for taking formal action when this is necessary. For further detailed information, see the ICO Regulatory Action Policy. 

Compliance

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