Purchasers of OCWA services or products

Why do we collect and use personal data?

We do this to process payments and purchases and to update you on our services and products. We collect and use your personal data when processing training bookings, to record the contacts that we have with you and to deliver services and products.

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. We may make use of personal data that is publicly available to communicate with you about products and services that OCWA provides.

How do we justify this according to data protection legislation?

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

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

We collect your personal information when you contract with us or express an interest in our products and services.  We collect your personal information when you visit us in person, use our websites, complete printed paper forms, speak to us on the telephone, 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 purchase a service or product.

We may receive information about you from third parties, for example from someone who thinks you may be interested in our services or products, or someone who purchases a service or product on your behalf.  We may make use of personal data that is publicly available to communicate with you about products and services that OCWA provides.

Who might your personal data be shared with?

We may share your personal data with third parties as set out in 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 use of OCWA products and services for a period of at least 6 years since the date you last used them.  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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