Privacy Policy

This policy pertains only to the online website, the website of the Charter Oak Photographic Society, Inc. (COPS). The website contains links that can transfer the user off the site to third-party websites. Neither nor COPS is responsible for third-party website policies or practices.

By using this website, you consent to its Privacy Policy.

Information collected

User Profile: In their application for membership, COPS members provide a user name and email address, which are stored in a user profile on the website. Each member is assigned a password, which is encrypted, and only the resulting code (not the password) is stored on the website. This code cannot be used to regenerate the password. Each member can edit and add information to their own stored user profile. User profiles can be viewed and edited by website administrators.

Children under 18 years of age: A person must be 14 years of age or older to become a member of COPS and to use this website. COPS recommends that persons between the ages of 14 and 18 receive permission from a legal guardian before applying for membership. Should COPS or the website administrator learn that a person younger than 14 years of age has been assigned a user profile on the website, that account will be closed and that profile will be deleted as soon as possible.

Media: All images and materials on the website are copyrighted. When members upload an image to the website for a competition or to include in a display such as a gallery, the image file and any metadata embedded in the image file are stored on the website. Display of images on the website is at the discretion of the website administrator.

Emails: Any email messages sent to this website are regarded as non-confidential and non-proprietary. The name and email address of the sender, and the email message, may be stored indefinitely on the website.

Use of collected information

The information stored on the website is used to provide an interactive online experience, including, for example, the uploading of images and image data for competitions, and the confirmation of these uploads emailed to the submitting member. Images and image data submitted for competition, as well as the names and email addresses of COPS members, are shared with the COPS competition administrator. Images that win competitions may be stored and displayed on the website, and on COPS social media sites, unless prohibited by the submitting member (see Appendix C in Competition Rules). Non-personally identifiable information may be employed to analyze website usage and to improve website design and content. In emails submitted to this website, the sender’s name, email address, subject text and message text may be audited by an automated spam detection service.

Rights you have over your data

If you have an account or user profile on this website, you can request to receive an exported file of the personal data stored on the website, including any data and images you have provided. You can also request the deletion of any of your personal data and images stored on the website. This does not include any data we are obliged to keep for administrative, legal, or security purposes.


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Although security measures are installed to protect this website, no amount of security can protect against all data breaches. Security safeguards help prevent unauthorized access, maintain data accuracy, and ensure the appropriate use of data, but no guarantee can be made that your information and data will be secure from intrusions and unauthorized release to third parties. It is also the user’s responsibility to protect their own login and password information.