People representing partner organisations, funders and other stakeholders relevant to our work, including our suppliers

Why do we collect and use personal data?

We collect and use your personal data to engage with you as an OCWA partner, funder, supplier or stakeholder.  We collect and use personal data to network and undertake joint activities where we have common interests, to manage our existing income effectively and generate new income for our work, to purchase and use services and products for OCWA purposes, and to publicise and promote our work. This includes telling you about changes to our activities and services and work to analyse and improve the services we offer.  We may also collect and use personal data when undertaking work on behalf of individual beneficiaries of OCWA.

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include our legitimate interests as a charity and the legitimate interests of our benef ciaries, including: working with other organisations and individuals in line with our charitable objectives; ensuring that OCWA operates effectively and efficiently; and monitoring OCWA activities to protect the organisation against fraud, money laundering, conflicts of interest and other risks.  We process personal data on the basis of our legal obligations, for example complying with accounting requirements and reporting requirements as a registered charity and company limited by guarantee. We process personal data on the basis of the contracts that we may have with you that relate to provision of services or products.  We also process your personal data based on your consent, including your consent to receive direct marketing communications.

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

Your information may be shared with us by other organisations, individuals, [organisation name]’s beneficiaries, employees and volunteers, for example when developing joint projects or undertaking networking activities, or when you have been involved in a beneficiary’s case.  We may receive updated contact information from third parties so that we can correct our records and engage with you more easily.

We may combine information you provide to us with information available from public sources or records in order to gain a better understanding of organisations and individuals who may be interested in engaging with OCWA. This helps us to generate new income to support our work and deliver our services more effectively.

Who might your personal data be shared with?

We may share personal data with third parties to further our legitimate interests as a charity and the legitimate interests of our beneficiaries.  This might include details of your work in relation to OCWA’s beneficiaries, or other personal data as set out in our contractual terms and conditions. We may also share your personal data with third parties with your explicit consent, subject to the general exceptions listed in ‘Things that apply to all our processing of personal data’.

How long do we keep personal data for?

We keep personal data that relates to financial records, including provision of services or products, for at least 6 years from the end of the last financial year they relate to for OCWA accounting purposes. We will retain other personal data related to your engagement with OCWA for a period of at least 6 years since the date of your last engagement with us.  We will ensure that you can simply and easily withdraw your consent to be sent information about our products and services and to indicate your preference for receiving communications in a particular format.

If you withdraw your consent or change your preferences, we may retain a record of your withdrawal of consent or change of preferences for a period of 6 years from the date you notified us: this helps us maintain accurate records and ensure that information is not sent to you in error when you have withdrawn consent.

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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