Privacy Policy

This privacy policy sets out how TRAC uses and protects any information that you provide when you use this website. TRAC 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. TRAC 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. We will also announce (via a website update) any changes to this policy. Last update: 24/05/2018.

What we collect

We may collect the following information:

  • Name
  • Contact information (only email address – for the TRACommunity newsletters)
  • Residential information (only for bursaries – this information is destroyed after six months)
  • Information collected by cookies required by our software (see comprehensive tables below)

What we do with this information

We require and collect this information for the following reasons:

  • Internal record keeping
  • To keep you informed about TRAC activities, including our conferences and publications
  • To maintain a contact list for announcements regarding future TRAC conferences, bursaries, etc.


We are committed to ensuring that your information is secure. In order 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. We continually monitor and update our security procedures.


Cookies are small files which ask permission to be placed on your computer’s hard drive (a decision that may be made automatically–without your direct input–by your web browser’s default settings). Cookies help web applications with traffic analysis and user sessions, allowing for user-specific content and recommendations. Nearly all websites use one or more cookies for these purposes, and the software requires a number of cookies for optimal functionality. 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.

There have been a number of privacy concerns raised about the use of cookies and, since the 25th of May 2011 (and following the General Data Protection Regulations put into action from May 25th, 2018) we are required by EU regulations to obtain your consent first. You will have seen this notice and consent screen upon your first visit to the website. 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, however, control what cookies you accept through your internet browser. For details on how to do this, please visit Please note that by deleting our cookies or disabling future cookies you may not be able to access certain areas or features of our website.

The website sets the following cookies:

Cookie NameDefault Expiration TimeDescription
__qca6 months from set/updateThis cookie is set by the Jetpack utilities, which we use to collect basic site usage statistics. Log data is anonymous, and this cookie is set for both logged-in and non-logged-in users.
bp-activity-oldestpagecurrent session onlyThis cookie is set by BuddyPress (the software that powers the TRAC Community features), and is used to store information when users are navigating through multiple pages of Community "activity." The cookie essentially remembers what page of activity the "load more" option is on, helping to ensure that users are not presented with activity that they have already viewed.
civicAllowCookies3 months from set/updateThese cookies are set in order to remember preferences in regards to cookies. They are set by your preferences in the Cookie Control settings located in the bottom left-hand corner of your browser window.
PHPSESSIDcurrent session onlyThis cookie is set by our WordPress/BuddyPress software to identify your unique session on the website, allowing the software to display the right content related to your login and activities.
wordpress_test_cookiecurrent session onlyThis cookie is used by WordPress to test whether your browser will accept cookies.
mc 6 months This cookie is set by the Jetpack utilities, which we use to collect basic site usage statistics. Log data is anonymous, and this cookie is set for both logged-in and non-logged-in users.
wordpress_[hash]current session onlyThis cookie is set by our WordPress software to store your authentication details. Its use is limited to the dashboard area,
wordpress_logged_in_[hash]current session onlyThis cookie is set by our WordPress software, indicating when you're logged in and who you are, for most interface use.
wp-settings-{time}-[UID]1 year from set/updateThis cookie is set by our WordPress software. The number on the end is your individual user ID from the users database table. This is used to customise your view of the dashboard interface, and possibly also the main site interface.

The following cookies may also be set by our implementation of Google Analytics. Google Analytics is software that lets us analyse how visitors use our site. We use this information to improve our website and provide the best experience to visitors. These cookies collect data in an anonymous form. Please see Google’s privacy policy for further information. To opt out of these cookies, please visit Google’s website.

Cookie NameDefault Expiration TimeDescription
__utma2 years from set/updateUsed to distinguish users and sessions. The cookie is created when the javascript library executes and no existing __utma cookies exists. The cookie is updated every time data is sent to Google Analytics.
__utmb30 minutes from set/updateUsed to determine new sessions/visits. The cookie is created when the javascript library executes and no existing __utmb cookies exists. The cookie is updated every time data is sent to Google Analytics.
__utmccurrent session onlySet for interoperability with urchin.js. Historically, this cookie operated in conjunction with the __utmb cookie to determine whether the user was in a new session/visit.
__utmz6 months from set/updateStores the traffic source or campaign that explains how the user reached your site. The cookie is created when the javascript library executes and is updated every time data is sent to Google Analytics.
__utmv2 years from set/updateUsed to store visitor-level custom variable data. This cookie is created when a developer uses the _setCustomVar method with a visitor level custom variable. This cookie was also used for the deprecated _setVar method. The cookie is updated every time data is sent to Google Analytics.

Links to other websites

Our website may contain links to other websites not controlled by TRAC. 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 Policy. We recommend that you examine the Privacy Policy of any external website that you may visit.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • When registering your account the only required fields are name and email address.
  • After registering, you can edit your personal profile page. The only required field is name. All other information is optional, and you may choose to leave these blank.
  • 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 contact purposes.
  • If you have previously agreed to us using your personal information for direct contact purposes, you may change your mind at any time by contacting us.

We will not sell, distribute or lease your personal information to third parties (not counting the TRAC Standing Committee or TRAC Local Organising Committees) unless we have your permission or are required by law to do so.

You may request details of personal information which we hold about you under the Data Protection Act 1998 and the following General Data Procreation Regulations put in place May 25th, 2018. If you would like a copy of the information held on you please contact us.

If you believe that any information we are holding on you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be incorrect.

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TRAC is the organisation behind the annual Theoretical Roman Archaeology Conference, TRAC Workshops, TRAC Proceedings (1991-2016), the TRAC Themes in Roman Archaeology book series, and the Theoretical Roman Archaeology Journal (TRAJ). This site is maintained by the TRAC Standing Committee. Contact us for further details or inquiries.

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