Privacy Policy

How we handle your data

Who we are

This website operated at the address and name Loughborough Space, including all subdomains, is operated by Loughborough Space.

The website operated at the address and name Conex Research, including all subdomains, is operated by Loughborough Space.


What data we collect

Registered User’s Information

If you are a registered user on our sites, we may collect and store personal data that is stored and accessible by site administrators and leadership team of Loughborough Space. This data may include but is not limited to: Student IDs, Full Names, Email Addresses, IP Addresses, Membership Status, Geographic Location, Device Information.


Like any other website, Loughborough Space uses ‘cookies’. These cookies are used to store information including visitors’ preferences, and the pages on the website that the visitor accessed or visited. The information is used to optimize the users’ experience by customizing our web page content based on visitors’ browser type and/or other information.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Log Files

Loughborough Space follows a standard procedure of using log files. These files log visitors when they visit websites. All hosting companies do this and a part of hosting services’ analytics. The information collected by log files include internet protocol (IP) addresses, browser type, Internet Service Provider (ISP), date and time stamp, referring/exit pages, and possibly the number of clicks. These are not linked to any information that is personally identifiable. The purpose of the information is for analysing trends, administering the site, tracking users’ movement on the website, and gathering demographic information.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

While we work hard to ensure that embedded content is safe, secure, and suitable for our audience, we can accept no responsibility for the any external content embedded or linked to on our sites.

Audio/Video Recording

In our Discord server meetings are sometime recorded in order to enable minute takers to fulfil their task or to enable meeting participants (or non-attendees) to access a recording of a meeting.

Depending on how the meeting is held this may include the recording of audio or video of the attendees. Parts of that recording could count as personal data according to data protection laws. Personal data in recordings would include images of you (i.e. your webcam footage of you) and any opinions you contribute and anything you say about yourself.

This privacy notice is to tell you how that personal data is used and protected by Loughborough Space. The lawful basis for processing this personal data is legitimate interests. This applies when the data processing is not required by law but is of a clear benefit to the organisation or the individual, there is limited privacy impact on you as the individual and we think you would reasonably expect us to use the personal data in the way that we wish to. You will not be requested to give consent for the recording as that is not the lawful basis. If you do not want to be recorded you could mute your microphone, turn off your webcam or choose not to contribute.

The recordings will be kept securely on the Discord servers, which are located in the EU. Once the need for the recording has been completed the recording will be deleted: The team leader need to delete the recordings but the compliance officer is also responsible for checking that this deletion is carried out in a timely way. Loughborough Space will not share the recordings with any other organisation unless required to by law. If you are given access to the recording, you must not make duplicates. You must not download any recordings to your personal device or a cloud storage facility.


Contact Information

As part of our responsibilities under GDPR, we provide contact information for our data controller, which is displayed below.



Where your data is stored

We use DigitalOcean and Namecheap to provide our online infrastructure, meaning that the physical location of data stored by the website will be decided in accordance with their privacy policy found at:



Third Party Privacy Policies

Loughborough Space uses third party applications in order to provide some website services, and these services may have a privacy policy that differs to ours. A full list of data processors can be attained by contacting our Data Controller at We accept no responsibility for changes made to the privacy policy of third parties, and it is the responsibility of the website user to access and view these privacy policies, and keep up to date with any modifications.


We use a service named Namecheap to host some of our online services, such as webmail, as well as to work with Cloudflare to provide Secure Socket Layer (SSL) to secure your connection to us, and to manage our domains. This service will collect, store, and process data that is provided by the user, as well as other data as outlined in their privacy policy at


We use a service named Cloudflare to host our Domain Name Resolution (DNS) service, work with Namecheap to provide Secure Socket Layer (SSL) to secure your connection to us, and the Cloudflare Content Distribution Network (CDN) to improve performance. This service will
collect, store, and process data that is provided by the user, as well
as other data as outlined in their privacy policy at


We use a web service named JotForm to provide some data collection services, such as the form used by Loughborough Space Society members to book telescope equipment or register for events. This service will collect, store, and process data that is provided by the user, as well as other data as outlined in their privacy policy at

Jitsi Videobridge

We use a service named Jitsi Videobridge to provide some virtual audio-visual conferencing on our websites. This service will collect, store, and process data that is provided by the user, as well as other data as outlined in their privacy policy at


We use a service named Rainloop to provide some email client functionality on our websites. This service will collect, store, and process data that is provided by the user, as well as other data as outlined in their privacy policy at


We use a platform named Discord to provide social chat and audio/video conferencing. This service will collect, store, and process data that is provided by the user, as well as other data as outlined in their privacy policy at

Loughborough Students Union (LSU)

We may access information given to us by the LSU, as well as give the LSU information that is collected and stored by the website in order to operate our society. The LSU handles and stored data in accordance with their privacy policy at

Legal Authorities

We may be required by law to pass on information to relevant authorities such as the Police, Local Authority, HMRC or the HSE, following their legal procedures.



How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.



Children’s Information

Another part of our priority is adding protection for children while using the internet. We encourage parents and guardians to observe, participate in, and/or monitor and guide their online activity. Loughborough Space does not knowingly collect any Personal Identifiable Information from children under the age of 13. If you think that your child provided this kind of information on our website, we strongly encourage you to contact us immediately and we will do our best efforts to promptly remove such information from our records.



Your rights under General Data Protection Regulation (GDPR)


We are a Data Controller of your information.

Loughborough Space’s legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Information we collect and the specific context in which we collect the information:

  • Loughborough Space needs to perform a contract with you
  • You have given Loughborough Space permission to do so
  • Processing your personal information is in Loughborough Space’s legitimate interests
  • Loughborough Space needs to comply with the law

Loughborough Space will retain your personal information only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your information to the extent necessary to comply with our legal obligations, resolve disputes, and enforce our policies.

If you are a resident of the European Economic Area (EEA), you have certain data protection rights. If you wish to be informed what Personal Information we hold about you and if you want it to be removed from our systems, please contact us.

In certain circumstances, you have the following data protection rights:

  • The right to access, update or to delete the information we have on you.
  • The right of rectification.
  • The right to object.
  • The right of restriction.
  • The right to data portability
  • The right to withdraw consent