Privacy and Cookies

 

At Oxfordshire Youth we take our privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it.  We would encourage you to read the information below.  This policy is compliant under the Data Protection Act 2018 and the General Data Protection Regulation (2016).  Last update May 2018.

 

Who are we?

 

Oxfordshire Youth is a registered charity (11511723) in England and Wales.  Our registered address is Bury Knowle Coach House, North Place, Oxford, OX3 9HY.  Oxfordshire Youth is a registered data controller (ICO registration ZA078030).

 

What personal data or information do we collect?

 

We may collect personal data about service users, prospective service users, donors, supporters, job applicants, our current and former employees, our current and former volunteers, suppliers, and event participants.  The personal information we collect may include your name, address, email address, IP address, and information regarding what pages you access on this website and when.

 

How do we collect data or information from you?

 

We collect personal information about you when you:

  • Fundraise on our behalf (e.g. through taking part in an event)
  • Become a member
  • Make an enquiry via our website or via the telephone
  • Use our website
  • Enquire about a job opportunity
  • Become a trustee
  • Volunteer for us
  • Work for or with us
  • Exchange business cards with a member of our staff

 

How is your information used?

 

We collect your personal data or information to operate the charity effectively and provide you with a high-quality service.  We may use your information:

 

  • To deliver tailored services to you at your request.
  • To answer enquiries that you make to us.
  • To process a job or volunteer application
  • To fulfil our obligations as an employer
  • To provide benefits to you as an employee
  • To adhere to regulations set out by the Charities Commission or Fundraising Regulator
  • To manage fundraising events you are taking part in
  • To keep you informed about the work we’re doing, following a donation you have made
  • To send you our newsletter, if you have consented to receive it.
  • To maintain security of our office and IT infrastructure
  • To invoice you, and to track payments you make or payments made to you
  • To provide updates and relevant information on how you can support the charity

 

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the charity, our contractual requirements to deliver agreed services to you (or your family member), and our legal obligations, both as a charity and responsible employer.  The exception is for sending email marketing and taking individual photos, which we carry out on the basis of consent.   If you would like to know more, please read below:

 

  • Young People
  • Members
  • Job Applicants
  • Our Current and Former Employees
  • Current and Former Volunteers
  • Donors and Supporters
  • Suppliers

 

  Type of Data Held Length of Time Held How Data Held
Young People ·         Contact details

·         Emergency contact details for parents/guardian

·         Photo(s)/Video(s)

We will retain information about you until your 21st birthday. Data is stored on secure EEA-based servers and stored in manual records in locked filing cabinets.

 

Members ·         Contact details

·         Photo(s)/Video(s)

·         Billing and Payment information

We will retain information about you for the duration of your membership, then 12-months.

 

Data is stored on secure servers both within the EEA and in the United States.
Job Applicants ·         Name and contact information

·         CV and application form.

·         Interview notes (for those short-listed)

 

We will retain information about you for the duration of the recruitment campaign, then 6-months. Data is stored on secure UK-based servers and stored in manual records in locked filing cabinets.

 

Our Current and Former Staff ·         Name and contact information (telephone, mobile).

·         Dates of birth and gender

·         CV

·         References

·         Bank details

·         Pension details

·         Performance reviews and confidentiality agreement

·         National Insurance number

·         DBS Certificate

 

We will retain information about you for the duration of our relationship with you, then 6 years.

 

We will retain financial records for 6 years, following the end of the current financial year.

 

Data is stored on secure servers both within the EEA and in the United States.
Fundraising Event Attendees ·         Contact Details

·         Details of event

·         Marketing permissions

 

We will retain your information 1 year after your last fundraising event attendance.

 

Data is stored on secure servers both within the United States.
Suppliers ·         Contact details

·         Bank details

·         Tax details

We retain financial records for 6 years, following the end of the current financial year.

 

Data is stored on secure EEA-based servers.

 

 

Who has access to your information?

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes.

 

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.

 

We may pass your information on to our third-party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (for example our trainers who manage the delivery of our training events).  We disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for their own marketing purposes.

 

 

 

 

 

Transfers outside of the European Economic Area

Personal information in the European Union is protected by data protection laws but other countries do not necessarily protect your personal information in the same way.  The European Economic Area (EEA) covers all countries in the EU plus, Norway, Liechtenstein and Iceland.  Some of the third-party providers we use to help us manage our business and services may involve data transferring to the United States or other countries outside of the EEA, these include:

 

  • MailChimp for our e-mail marketing campaigns. You can see a copy of their privacy policy here.
  • E-Tapestry for our fundraising campaigns. You can see a copy of their privacy policy here.
  • EventBrite to manage training event bookings. You can see a copy of their privacy policy here.

 

Your rights

You have certain rights over the processing of your personal information by Oxfordshire Youth.  These are:

 

  • The right to be informed, which is what this privacy policy is for
  • The right to access the data we hold about you
  • The right to object to direct marketing
  • The right to object to processing carried out on the basis of legitimate interests
  • The right to erasure (in some circumstances)
  • The right to data portability
  • The right to have your data rectified if it is inaccurate
  • The right to have your data restricted or blocked from processing

 

We ask for your consent to send you direct marketing or fundraising information and will always provide you with the opportunity to amend your preferences or to opt-out of receiving future marketing communications from us.  We will always thank you for any donation you make to us, without a request for further donations.

 

How you can update your information

 

The accuracy of your information is important to us.  If you change your contact details or if you want to update any of the information we hold on you, please contact us or by post at Oxfordshire Youth, Bury Knowle Coach House, North Place, Oxford, OX3 9HY.

 

How you can access your personal information

You have the right to ask for a copy of the personal information that Oxforshire Youth hold on you, please contact us or by post at Oxfordshire Youth, Bury Knowle Coach House, North Place, Oxford, OX3 9HY.

 

You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office

 

Emailing us

 

We use Transport Layer Security (TLS) to encrypt and protect email traffic in line with government. If your email service does not support TLS, you should be aware that any emails we send or receive may not be protected in transit.

 

We will also monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

 

 

Visitors to our Website

 

When you visit our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.  We do this to find out things such as the number of visitors to various parts of the website.  The information is only processed in a way which does not identify anyone.

 

To opt-out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

 

 

Cookies

 

Cookies are small text files that are placed on your computer by websites that you visit.  They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  Unless you have set your browser to block cookies, this site will place the following cookies on your computer.

 

Cookie Name Purpose
Google Analytics _ga
_gid
_gat

 

These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information, including IP address, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

 

Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.