Killie Trust

VeryConnect

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An Introduction


We are in the process of switching to a new database management system called Very Connect. Members will receive an email explaining the pertinent points but here we bring you a fuller explanation on why we need a new system, and what it means for you.

The current set up and why it needs to be upgraded

Until now we have been operating with a number of different systems, none of which are interlinked.

1.    Excel spreadsheets for the core membership and Trust in Killie data
2.    Mailchimp for sending the regular updates,
3.    Election Runner for project votes
4.    Eventbrite for registrations for things like ‘On Board, In Person’ nights
5.    Gocardless where members initially set up their direct debits

Each of these, apart from Eventbrite, have separate member email address lists which need to be individually updated for all changes to member data and status, and then reconciled frequently to ensure consistency.

All this background administration is a considerable workload for the Killie Trust committee. Removing the need for much of this work would free up committee time to help move the Trust forward in other ways.

Although we take regular backups of files, the data could still be vulnerable to things like hardware failure or file corruption on individual computers or other devices.

Also, in these days of strict data privacy and GDPR regulations, a stand-alone spreadsheet-based system does not deliver the required standard of security for member data.

The use of Excel, Mailchimp and Eventbrite are free to the Trust at present, although that may not always be the case in future as membership numbers increase. Election Runner incurs costs of c £80 per vote.

What will replace the current set up?

A list of core requirements for any new system was drawn up, and considerable research and trials undertaken of available off-the-shelf solutions. We eventually decided to go with a Glasgow-based platform called VeryConnect, which provides a membership database platform which can be customised and comes with built-in integration to Mailchimp and payment systems.
The system will deliver the following benefits for member administration:


•    One central database of member data
•    Built-in email and balloting functions
•    No need to maintain separate mailing lists in Election Runner and Mailchimp
•    Internet cloud based so can be accessed by all authorised committee members without the need to copy or download and distribute information for specific purposes.
•    Secure service provider platform with frequent backups.
•    Fully compliant with GDPR laws
•    The link with the payment system ensures member data is captured as part of the joining up process.
•    We''ll be able to run fundrasing projects, like season ticket donations with one off donations which will be available to members and non members.

 

The new portal also allows members to register and log in, enabling them to check and update their own personal and contact details, avoiding the need to contact the Killie Trust by email to request changes.

There are many other standard features which could be made available in future, including blogs, interest groups, an event calendar and the chance to read Trust documents stored in the system.  These will be introduced gradually as and when appropriate. All of this will let us provide a much improved service to members.

Costs  

But as you’d expect, professional systems like this don’t come for free. There is a one-off set-up cost (£xxxx), and like most software services these days, an ongoing monthly subscription (£xxx).

We believe the net cost represents good value for the degree of functionality and customisation Very Connect will offer us, compared to many of the other possible solutions we looked into, many of which cost a lot more but with limited customisation options.

Whilst we always strive not to spend funds on operating costs if we can avoid it, we can’t go on forever as an organisation with a six-figure annual income and more than a thousand members if that operation is being run from an Excel spreadsheet on someone’s personal PC.

Also, if we’re not able to streamline the workload involved here, we may have needed to employ a part-time administrator to look after this for us, which other trusts (such as The Well Society and Foundation of Hearts) already do. This system will set us up for the foreseeable future as regards membership records and all that they involve.

Next Steps

All of our membership data has now been uploaded from the spreadsheets into the new system and we are currently working with Very Connect on the final set-up of the live system and running our final checks and reconciliations of the data.

Not all functionality will be activated on initial roll out of the portal, as we want to ensure that the core membership functions are in good order first.
Members will soon be invited to log in and register. We will require everyone to do this to check their address and contact details, and update them if required.

You will also be able to set your preferences for contacts from the Trust and to add optional information to your Profile page.

Killie Trust

Website Privacy Statement

Our policy relating to data collection and privacy has fairness at its heart and is never intended to cause objection or complaint and to that end if there is any dubiety we will not store your information. As a business we wish to stay in communication with your and keep you up to date with news, offers and updates on our product which you may find of interest, but we will only do this with your clear and specific consent.

Standard Privacy Policy

This privacy policy sets out how KILLIE TRUST uses and protects any information that you give KILLIE TRUST when you use this website.

KILLIE TRUST is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

KILLIE TRUST may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 13th Jun 2018 

Security

We are committed to ensuring that your information is secure. To prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and offline.

Where we collect this information

As a business we collect data for a number of sources, but our data policy applies to all of the following including personal data collected at reception, check in, exhibitions, on and off-line competitions, guest questionnaires, online bookings, online communications, digital newsletter sign ups from websites and social media, shared promotions with partners and others not listed.

We confirm that unless specific consent is given by the user the information shared will not be stored beyond the purpose intended. If specific consent is given to use the information collected it will be stored securely and digitally encrypted and password protected. 

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data, using Google Analytics normally but on occasion other aggregation tools that advise us about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:
●    whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
●    if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us or by clicking unsubscribe where available.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting only if you specifically consent to us that you wish this to happen.
We undertake that third parties will only include businesses that support our business and your stay such as travel providers, visitor attractions, event providers and others directly related to our business offering.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us [email protected] as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

Our Website and In House Data Collection Policy

Our email collection policy is fully consent based and in entering your details clear consent is given by the user to receive future marketing materials from ourselves. The following information makes clear our policy on use of consent based email marketing and communications.

What we collect

We may collect the following information on a consent only basis:
●    name and job title
●    contact information including email address
●    demographic information such as postcode, preferences and interests
●    other information relevant to customer surveys and/or offers

What we do with the information we gather

The majority of the information we gather is required for contractual and legal purposes and to allow us to offer products and services as purchased. 
When consent is given to use the information for marketing and communication purposes it is used for the following reasons:
●    We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
●    From time to time, we may also use your information to contact you using your provided email address for market research purposes. 

Your information will never be shared with any third parties and at all times you have the right to unsubscribe permanently from our database with a simple click of the unsubscribe information at which time your details will be deleted from the mailing lists and removed from the database permanently with no archived records retained.
 

Killie Trust

Website Terms and Conditions

Your use of the Killie Trust Web Site is subject to these terms and by using the Site you show your agreement to such terms. If you do not accept our terms, please do not use the Web Site.

Ownership of Web Site

This Web Site belongs to Killie Trust.

Headings

Headings used in these terms and conditions are for convenience only and shall not affect their interpretation.

Trademarks

The images, logos and names on this Web Site which identify Killie Trust or third parties and their products and services are proprietary marks of Killie Trust and/or the relevant third parties. Nothing contained in this Web Site shall be deemed to confer on any person any license or right on the part of Killie Trust or any third party with respect to any such image, logo or name.

Alterations

Killie Trust reserves the right, at any time and without prior notice, to remove or cease to supply any product or service contained on this Web Site. In the event that such removal takes place we shall not be liable to you in any way whatsoever for such removal.

Phone Calls and Emails

Telephone calls using the telephone numbers provided on this Web Site and email correspondence with Killie Trust at the email addresses accessible through, or discernible from, this Web Site may be recorded or monitored. By using such communication methods you are consenting to the recording or monitoring of the same.

Telephone charges

The price of calls may vary depending on your telecoms supplier. Please check with your operator for exact charges.

WEBSITE POLICIES

Commercial use

This Web Site is for non-commercial, personal use only. The services contained on this Web Site may be supplied on a commercial basis on payment to Killie Trust or its service or product suppliers of its charges from time to time.

In the event that you use any of the services contained on this Web Site for commercial use, Killie Trust shall be entitled to charge you at its applicable rates in respect of such commercial use.

Copyright

The copyright in the material contained in this Web Site belongs to Killie Trust or its licensed source. Any person may copy any part of this material, subject to the following conditions:

the material may not be used for commercial purposes;

the copies must retain any copyrights or other intellectual property notices contained in the original material;

the products and technology or processes described in this Web Site may be subject to other intellectual property rights reserved by Killie Trust or by other third parties with no license granted in respect of those intellectual property rights); images on this Web Site are protected by copyright as its text by IPR and may not be reproduced or appropriated in any manner without the written permission of their respective owner(s).

Changes to Terms and Records of Agreements

We reserve the right to change these terms and conditions at any time by posting changes on the Web Site. It is your responsibility to review the Web Site terms and conditions to ensure you are aware of the latest terms and conditions. Your use of this Web Site after a change has been posted will be deemed to signify your acceptance of the modified terms and conditions. We recommend that you print off and retain for your records a copy of these terms and conditions from time to time and a copy of any terms and conditions relating to any product or service which you apply for online, together with any related application form completed and submitted.

Any amendment to terms and conditions must be agreed in writing by us, or, if appropriate, by the relevant company or individual supplier with whom you contract.

Disclaimers

Whilst Killie Trust has taken due care and attention in the preparation of the contents of this Web Site, this Web Site and the information, names, images, pictures, logos, icons regarding or relating to Killie Trust or our products and services marketed on the site (or to third party products and services), are provided on an 'as is' basis without any representation or endorsement being made and without any warranty of any kind, whether express or implied, including but not limited to, any implied warranties of satisfactory quality, fitness for a particular purpose, non-infringement, compatibility, security and accuracy.

To the extent permitted by law, all such terms and warranties are hereby excluded. In no event will Killie Trust be liable, whether in contract or tort (including negligence or breach of statutory duty) or otherwise for any losses sustained and arising out of or in connection with use of this Web Site including, without limitation, loss of profits, loss of data or loss of goodwill (in all these cases whether direct or indirect) nor any indirect, economic, consequential or special loss.

Killie Trust does not represent that the information contained in this Web Site is accurate, comprehensive, verified or complete, and shall accept no liability for the accuracy or completeness of the information contained in this Web Site or for any reliance placed by any person on the information.

Killie Trust does not warrant that the functions or materials accessible from or contained in this Web Site will be uninterrupted or error free, that defects will be corrected or that this Web Site or the server that makes it available are virus or bug free or represent the full functionality, accuracy, reliability of the materials.

If any of these Terms and Conditions (or any terms and conditions relating to a product or service referred to in this Web Site) should be determined to be illegal, invalid or otherwise unenforceable by reason of the laws of any state or country in which such terms and conditions are intended to be effective, then to the extent of such illegality, invalidity or unenforceability, and in relation to such state or country only, such terms or condition shall be deleted and severed from the rest of the relevant terms and conditions and the remaining terms and conditions shall survive, remain in full force and effect and continue to be binding and enforceable. Nothing in these terms and conditions shall exclude Killie Trust's liability for death or personal injury resulting from negligence of Killie Trust.

Intellectual Property Rights

All Intellectual Property Rights (including, without limitation, all database rights, rights in designs, rights in know-how, patents and rights in inventions (in all cases whether registered or unregistered and including all rights to apply for registration) and all other intellectual or industrial property rights in any jurisdiction) in any information, content, materials, data or processes contained in or to this Web Site belong to Killie Trust or its licensed source. All rights of Killie Trust in such Intellectual Property Rights are hereby reserved.

Jurisdiction and Law

Killie Trust makes no representation that any product or service referred to on or through the Web Site is appropriate for use, or available in other locations. The information and other materials contained in this Web Site may not satisfy the laws of any other country and those who choose to access this Site from other locations are responsible for compliance with local laws if and to the extent local laws are applicable.

These Terms and Conditions and any terms and conditions relating to products or services described in this Web Site shall be governed by and construed in accordance with the law of Scotland. Disputes arising in relation to the same shall, unless otherwise expressly agreed, be subject to the exclusive jurisdiction of the courts of Scotland.

Links to other Web Sites

Certain (hypertext) links, advertisements or suppliers promotion will lead you to Web Sites that are not under the control of Killie Trust. When you activate any of these links, you will leave Killie Trust Web Site by opening a new window and we have no control over and will accept no responsibility or liability in respect of the material on any such other Web Site. By allowing links with third party Web Sites Killie Trust does not intend to solicit business or offer any security to any person in any country, directly or indirectly.

Force Majeure

Every effort will be made to carry out the contract but its due performance is subject to cancellation by Killie Trust or to such variation as we may find necessary as a result of inability to secure labour, materials or supplies or as a result of any act of God, War, Strike, Lockout or other labour dispute, Fire, Flood, Drought, Legislation, or other cause (whether of the foregoing class or not) beyond the sellers control.

Killie Trust

Website Accessibility

We have tried to make this website as accessible as possible and easy to use for everyone, regardless of circumstance or ability.

All our page templates comply with the WCAG Priority 2 checkpoints as a minimum requirement. And we make every effort to ensure that all the content on our site meets this standard too. We are making every effort to ensure that we don't exclude any users. For example:

  • We try to use clear and simple language.
  • We use alternative text for all our images 
  • Were possible the HTML we produce conforms to the standard: XHTML 1.0 Strict
  • We have tested the colours we use in the design for contrast.

We try to publish all our text content as accessible HTML rather than in other formats such as PDF. Where we do publish PDFs or other formats our policy is to make them as accessible as we can.