People getting advice, information and support from OCWA and those connected with them

Why do we collect and use personal data?

We do this to give advice, information and support.  We also gather some personal data to help us understand how to improve our services, to resource our work and to promote our legitimate interests as a charity.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include: our legitimate interests as a charity providing advice, information and support services and the legitimate interests of our beneficiaries; the contracts and funding agreements we have with bodies such as the our funders to provide legal advice; our legal obligations, including those related to social security regulations and social welfare law, terrorism and money laundering; and your consent to process personal data for particular purposes, including consent to receive direct marketing.

What kinds of personal data do we collect and use and where we do get them from?

We gather your personal information and the personal information of others involved in your case or enquiry when you visit us in person, use our websites, complete printed paper forms, speak to us on the telephone, complete surveys or questionnaires or communicate with us by post, e-mail, online or other channels.  Information is recorded in paper files, electronic files and cloud-based case management systems.  In line with the advice we give, some of this personal data is sensitive, relating to health, finances, social welfare, employment, protected characteristics and other circumstances.

We use some of this sensitive information to generate anonymised reports and undertake statistical analysis to identify and evidence the needs and issues faced by our beneficiaries and resource our work.  This could for example include the proportions or numbers of people experiencing a particular type of problem, or with a given personal characteristic (such as health condition or ethnicity). We further provide requested anonymised information relating to our funders requirements.

We collect and use your personal data when you sign up for newsletters or other direct marketing communications, including e-mail newsletters.  We also collect and use your personal data for administrative purposes, for example getting your feedback, telling you about changes to our service and responding to complaints or concerns.

Who might your personal data be shared with?

We will only share the personal data of our beneficiaries with third parties when we have explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.

We may also process the personal data of other people involved in the cases or enquiries of OCWA’s beneficiaries, for example, personal data relating to family members, friends, carers or support workers.

Personal data may be passed to OCWA by our partner organisations and other stakeholders involved in our work, for example in situations where you have given your consent for information to be shared directly with us through referral.  When you provide your personal data to other organisations, you should check their privacy policies carefully.

How long do we keep personal data for?

We keep personal data related to beneficiary cases and enquiries for at least 6 full years after case closure or last contact with OCWA.  This enables us to protect both beneficiary interests and the interests of OCWA in regard to legal claims that may arise in relation to work carried out. For some personal data, we may retain information for longer periods depending on our legal obligations, client instructions and any limitation periods that may apply to the case files concerned.

Oxfordshire Community Work Agency

A Company limited by Guarantee and Registered in England and Wales. Reg. No. 1785651 Registered Office as above. Charity Reg. No. 1049343

Principal funders: Oxford City Council. Regulated by the Financial Conduct Authority No.675533

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