Supporters, donors and individuals involved in our campaigning and policy work

Why do we collect and use personal data?

We do this to process donations we may receive from you, to claim Gift Aid on these donations and to update you on how your donations are being used.  We collect and use your personal data when processing event bookings and setting up direct debits or standing orders. We use your personal data to engage with you as a supporter of our work, for example to provide you with information about our activities, to tell you about how you can support our work and to record the contacts that we have with you.  We collect and use your personal data so that you can participate in our policy and campaigning work, including surveys or research activities.

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

How do we justify this according to data protection legislation?

Our lawful bases for processing this data include: your consent to collect and use your personal data, including your consent to receive direct marketing communications; our legitimate interests as a charity, including monitoring who we deal with to protect OCWA against fraud, money laundering and other risks; the contracts we may have with you that relate to paid-for events; and our legal obligations, for example, meeting statutory requirements when processing Gift Aid payments.

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

We collect your personal information when you visit us in person, complete printed paper forms, speak to us on the telephone, make donations, attend events, complete surveys or questionnaires or communicate with us by post, e-mail or other online channel. Information is recorded in paper files, electronic files and cloud-based databases. The personal data we collect will include financial information when you make a donation, set up a direct debit or standing order, or leave us a legacy in your will.

We may receive information about you from third parties, for example from a friend who wants to send you information about our work or book an appointment on your behalf.

Who might your personal data be shared with?

We will only 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’. Such sharing of personal data with your consent might include sharing your personal details with another named organisation if we run an event or activity in collaboration with them.

How long do we keep personal data for?

We keep personal data that relates to financial records, including paid-for events, for at least 6 years from the end of the last financial year they relate to for [organisation name] accounting purposes. Some financial information may be kept for longer, for example information related to legacy gifts.

We will retain other personal data related to your support for and engagement with OCWA for a period of at least 6 years since the date of your last engagement with OCWA. We will ensure that you can simply and easily withdraw your consent to be sent information about our work and to indicate you 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

Community Web Kit provided free by BT