Things that apply to all our processing of personal data

We collect and work with personal data.  Personal data is information that can be used to identify a living individual, such as names, addresses, phone numbers, e-mail addresses, postcodes, case and client files, details of enquiries, IP addresses, location data, online identifiers, pictures or other biometric data, service records, attendance lists, minutes of meetings, mailing lists, bank account details and other financial records.

We need to collect and use personal data to provide advice, information and support services, to fundraise and generate income for our work, to fulfil our charitable objectives, to run the organisation efficiently and effectively, to meet our legal obligations and to contract with individuals and organisations.  We give more detail for each group of people listed in the section above.

However, the following points apply to all personal data processed by OCWA.

We only collect personal data that we need.  If we need your consent to collect or use your personal data, we will ensure that we have this consent from you.

We will do our best to keep personal information secure by taking appropriate technical and organisational measures.  We will never sell personal information to third parties.We will never give personal data to third parties, with the following exceptions:
  • Where you have given us your consent to share your personal data, for example to get help or advice related to your case or enquiry from another organisation
  • To further the legitimate interests of those seeking advice, information and support from [organisation name], for example sharing personal data of volunteers and employees with third parties in the normal course of giving advice, or processing the personal data of third parties involved in beneficiary cases and enquiries
  • Where we use third party organisations to process your personal data on our behalf as set out in this privacy statement, for example organisations that provide us with cloud-based ICT services. Such processing is governed by written agreements
  • Where we have legal obligations, for example, our legal obligations to prevent terrorism and money laundering, or to provide personal data to HMRC
  • In a life or death situation where we need to protect your vital interests or the vital interests of a third party, for example if you needed urgent medical assistance and were unable to give your consent to us seeking such assistance on your behalf
  • Where we have reasonable grounds for believing that not sharing personal information will result in serious harm to you or a third party, in line with our confidentiality policy and legitimate charitable purposes
  • Where we judge that sharing personal information is justified for the prevention of crime, in line with our confidentiality policy and legitimate charitable purposes

We are committed to ensuring that suppliers who process personal data on OCWA’s behalf as ‘data processors’ treat your personal data carefully and in accordance with our written instructions and data protection legislation.  We regularly review the written agreements we have with organisations and individuals that process personal data on our behalf.  These include services such as postal delivery, e-mail communication, marketing support, market research, data analysis, payment processing, data storage and backup, payroll and other administrative and HR functions.  They have access to personal information needed to deliver the service, but may not use this personal information for other purposes.

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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