Privacy Policy
The Quick Version
Digital Oxford value your personal information and respect your privacy. We won’t sell or share your data without your knowledge. We’ll just hold the minimum amount of information that we need to run the community, and remove your data when a) we no longer need it to do that or b) you ask us to remove it. Whatever happens first.
You can talk to us at any time about your data via hello@digitaloxford.com. If you don’t think we’re doing what we’ve promised then you can tell the UK’s Information Commissioner’s Office about it.
The Less Quick Version
Digital Oxford is a not-for-profit group. It was established for not-for-profit making purposes and does not make a profit. In the event that a profit is made for its own purposes, it will not be used to enrich others. We are therefore not required to register with the UK Information Commissioner’s Office, but we still take data protection and your privacy very seriously.
Digital Oxford will:
- Only process information necessary to establish or maintain membership or support.
- Only process information necessary to provide or administer activities for people who are members of the organisation or have regular contact with it.
- Only hold information about individuals whose data is needed to process for this exempt purpose.
- Restrict our processing of personal information that is necessary for this exempt purpose.
We hold personal data about:
- Community organisers.
- Community members.
- Partner organisations such as event hosts and sponsors.
- Prospective members and partners.
- Newsletter subscribers.
We will only disclose this data if:
- It is required by law.
- It is required to provide you with services and goods.
- You have given us prior consent.
We do not buy or sell personal data for any purpose.
To verify, update or amend your personal data, or contact us with a data protection query, please email hello@digitaloxford.com.
You also have the right to lodge a complaint about our processing with the UK’s Information Commissioner’s Office .
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Your Rights
As an individual whose personal data is processed by Digital Oxford you have these rights:
- The right to be informed, which is what this privacy policy is for.
- The right to access what data we hold about you.
- The right to object to direct marketing – either use the unsubscribe option or contact us directly.
- The right to object to processing carried out on the basis of legitimate interests.
- The right to erasure (in some circumstances).
- The right to data portability.
- The right to have your data rectified if it is inaccurate.
- The right to have your data restricted or blocked from processing
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at hello@digitaloxford.com if you wish to make a request.
Our Website
digitaloxford.com does not use any third party tracking or analytics software. We keep standard web server logs for maintenance purposes, but these don't hold any personally identifiable information, and are rotated on a monthly basis.
Cookies
digitaloxford.com only uses session cookies for the purposes of user authentication to the admin area.
Emailing us
We use Transport Layer Security (TLS) to encrypt and protect email traffic.
Data we may hold
Prospective members and partners
As a prospective member or partner, we may hold the following information about you:
- Your name and basic contact information such as phone number and email address.
- What you do.
- What you are interested in being involved in or working on.
- How we may be able to help you.
- Communications with you.
- Your IP address.
If you contact us via email, phone or the contact us page on our website, this data allow us to follow-up with you.
If 12 months after the duration of the enquiry, you can not an active community member or partner we will remove this data from our systems.
Community organiser
As a community organiser, we may hold the following information about you:
- Your name and contact information such as phone number and email address.
- What you do.
- What you are interested in being involved in or working on.
- What we are collaborating on.
- Communications with you.
- Your IP address.
We process this data under the lawful basis of legitimate interest. We have carried out a legitimate interest assessment which is available upon request. Digital Oxford will be processing the personal data of community organiser in ways we believe they would reasonably expect, and which have a minimal privacy impact on them.
We will retain your personal information about you for the duration of your involvement with Digital Oxford, plus 24 months, after which we will remove this data from our systems.
Community member
As a community member, we may hold the following information about you:
- Your name and contact information such as phone number and email address.
- What you do.
- What you are interested in being involved in or working on.
- Communications with you.
- Your IP address.
We process this data under the lawful basis of legitimate interest. We have carried out a legitimate interest assessment which is available upon request. Digital Oxford will be processing the personal data of community organiser in ways we believe they would reasonably expect, and which have a minimal privacy impact on them.
We will retain your personal information about you for the duration of your involvement with Digital Oxford after which we will remove this data from our systems.
Partner organisations
As a partner organisation we may hold the following information about you:
- Your name and contact information such as phone number and email address.
- What you do.
- What you are providing for us, or we are providing for you.
- Communications with you.
- Your IP address.
We process this data under the lawful basis of legitimate interest. We have carried out a legitimate interest assessment which is available upon request. Digital Oxford will be processing the personal data of community organiser in ways we believe they would reasonably expect, and which have a minimal privacy impact on them.
We will retain your personal information about you for the duration of your involvement with Digital Oxford, plus 24 months after which we will remove this data from our systems.
Newsletter subscribers
As a newsletter subscriber, we may hold the following information about you:
- Your name and email address.
- What you would like to hear from us about.
- A record of your consent to receive our newsletter.
We will use this information to send you news about Digital Oxford and its services following your consent. We will ask you annually to check and update this information. If we do not hear from you then, your details will be removed. You can unsubscribe using the link included in all email newsletters or on the contact details above.
Data we may transfer
We use third-party tools in our business
- Trello - https://trello.com/privacy
- Mailchimp - https://mailchimp.com/legal/privacy/
- Google - https://policies.google.com/privacy
- Slack - https://slack.com/intl/en-gb/privacy-policy
- Mailjet - https://www.mailjet.com/security-privacy/
- Cloudflare - https://www.cloudflare.com/en-gb/privacypolicy/
These tools may transfer your information out of the European Economic Area.
This policy will be reviewed annually. Date of last review: 7th September 2023.