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Privacy Policy for the Ulster Speleological Society and Caving Club (USSCC) Website

Effective Date: 01/11/23

1. Introduction

The Ulster Speleological  Society and Caving Club (USSCC) is committed to safeguarding your privacy. This Privacy Policy outlines our practices regarding the collection, use, and protection of your personal information when you visit our website. By using our website, you consent to the practices described in this policy.

2. Information We Collect

We may collect the following types of information when you visit our website:

  • Personal Information: We may collect personal information such as your name, email address, and contact details when you voluntarily provide this information, for example, when filling out contact forms or registering for events.

  • Log Data: We automatically collect information from your browser or device, which may include your IP address, browser type, and pages visited on our website.

  • Cookies: We may use cookies to enhance your experience on our website. You can adjust your browser settings to disable cookies.

3. How We Use Your Information

We use the information we collect for the following purposes:

  • To respond to your inquiries and provide you with the information or services you request.

  • To improve our website and services by analysing usage data.

  • To send you relevant updates, newsletters, or event information if you have subscribed to our mailing list.

4. Disclosure of Your Information

We will not disclose your personal information to third parties except when required by law or in the event of a merger, acquisition, or sale of USSCC assets.

5. Security

We take reasonable measures to protect your personal information from unauthorized access, disclosure, or alteration. However, no online transmission or data storage method is entirely secure, and USSCC cannot guarantee absolute security.

6. Links to Other Websites

Our website may contain links to third-party websites. USSCC is not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any website you visit.

7. Your Choices

You have the right to access, update, or request deletion of your personal information. To do so or if you have any questions about this Privacy Policy, please contact us at

8. Changes to this Privacy Policy

USSCC may update this Privacy Policy periodically. We will post the revised policy on our website with the updated effective date. Please review this policy regularly to stay informed about our practices.

By using our website, you agree to this Privacy Policy. If you do not agree with our practices, please refrain from using our website.

9. Contact Us

If you have any questions, concerns, or requests related to this Privacy Policy, please contact us at

Other information

USSCC Rules & Procedures for Meets

Weekend Meets

The club's Committee will prepare a meets program, which will be made available to members through the club website, Facebook page, and email. Typically, weekend meets are scheduled at least once a month.

Booking for a weekend meet will be initiated through an email sent to all members by the trips officers or other meet organizing team members. To confirm attendance, members are required to make a booking via email to the trips officer.

Bookings are accepted on a first-come, first-served basis. Members will receive written confirmation, usually via email, once they have been allocated a place on a meet. A reserve list is maintained in case of cancellations.

Members must submit full meet fees once they are allocated a place on a meet. Payment confirms your place. Refunds for cancellations are subject to the club not incurring a loss, except in extenuating circumstances.

The standard charge for club meets in 2023 is £17 per person per weekend or the actual cost incurred by the club if greater. The standard charge aims to cover the annual cost of meets.

Booking for the entire weekend is charged at the same rate as attending for just one day.

Club members have priority over non-members for attending club meets. Members may invite guests aged eighteen or older, subject to available space.

Dogs are generally not allowed in weekend meet accommodations, unless permission is granted by the owner.

At each meet, a route sheet will be filled out, listing the members of each cave party, their mobile phone numbers (if available), the proposed route, time of departure, expected return time, and vehicle registration. The trips officer will maintain this record.

In the absence of the trips officer at a meet, the chairperson or trips officer may appoint another member to coordinate the meet.

Day Meets

Day meets are scheduled as part of the meets program, typically occurring two weeks before or after weekend meets.

Notice of a day meet will be communicated to all members via email by the trips officer or a designated meet contact. The venue is chosen based on weather forecasts and member interest.

The trips officer or meet contact will usually specify a time and meeting point in or around Belfast to facilitate shared transportation. Members are encouraged to inform the trips officer or meet contact of their intention to join the meet in advance. This helps with coordinating transportation and ensures that no one is left behind.

Prospective new members are encouraged to attend one day meet before applying for club membership. Club members may invite guests on day meets with prior agreement.

USSCC Follows BCA Safe Guiding Policy for Clubs

Some Links and Other Information Below

BCA Guidelines

Consent Form

Policy - BCA

Report a Matter

Good Practice

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