Privacy Notice for Young Adults and Children

At Oxford United in the Community, we collect information about you and we want to make sure you understand why we collect it and how we use it.  Have a read and ask us if you have any questions about it.

Who are we?

Oxford United in the Community are a charity whose registered address is the Kassam Stadium, Oxfordshire.  We have told the Information Commissioner’s Office that we collect information about people, and we have to show that we obey the law.

What information do we collect about you?

When you give money to our charity, use the services we offer or take part in one of our skills centre sessions, after school programme or holiday camps, we collect information about you.  It might be simple information like your name, address and email address, or it might be information from your computer which tells us who you are (like your IP address for example).

How do we collect information from you?

We collect information about you when you:

  • Give us your money for the charity
  • When you book onto one of our courses
  • Use our website

How do we use your information?

We need to collect information about you to help us run the charity and provide great services.  The list below includes the reasons that we collect information about you:

  • So we can provide you with good services, if you need them
  • So we can answer your questions, if you have them.
  • So we follow the rules Charities have to follow
  • So we can organise the event(s) you are taking part in
  • So we can check that you are okay to take part in a sporting event
  • So we can say thank you and tell you how your money has been used, if you’ve given money to the charity
  • So we can send you our newsletter, but only if you want to receive it and have told us that you want to
  • So we can make our website better, if we understand how everyone uses it

We have carefully checked that these reasons are okay under the law that tells companies and charities how to keep you and your information safe when we use it.

Young Adults or Children who give us money for the charity

When you give Oxford United in the Community money to do good with, we will collect the information about you listed below:

  • Your name, and how to contact you – probably through your parents or guardian.
  • Where you live and your postcode
  • What you like and don’t like
  • How much money you gave us
  • Any emails we get from you or send to you

We keep all this information safely at our offices in Kassam Stadium on paper and on computers.  We also use Enthuse to store some of your information, so this means it will be stored in the United States.  If you have questions about this, please ask and we can tell you more. We keep it for at least 7 years in case we need to check our accounts in that time.

Young Adults or Children who take part in a course/programme

When you take part in a summer camp, skills centre session or after school programme, we will collect the information about you listed below:

  • Your name, and how to contact you – probably through your parents or guardian.
  • Where you live and your postcode
  • What you like and don’t like
  • Your health, if you’re doing a sports event
  • Any emails we get from you or send to you
  • Photographs of you taking part in the event

We keep all this information safely at our offices at the Kassam Stadium on paper and on computers.  We keep it for as long as you use our services, and then for at least another 7 years.    We also use the English Football Trust’s Official Soccer Schools to store some of your information, so this means it will be stored in Europe.  If you have questions about this, please ask and we can tell you more.

Who can see or use your information?

People who work for Oxford United in the Community can see your information when they need it to do their jobs.  We work with other businesses to help us with IT and accounts, but they can only see your information if it’s really necessary.  We will never sell your data to other charities or businesses to use for their own reasons.

Storing your information outside of the United Kingdom

The law which tells businesses how to use information about people and how to keep it safe.  A lot of companies round the world offer services to record and store information, and sometimes we might use them to store your information. We have to tell you when we send or store information outside of the UK.  We also have to make sure that it is always stored safely, no matter where it is in the world.  MailChimp, Enthuse and EFT Trust Official Soccer Schools are companies who use big computers, known as servers, store data for in Europe and the United States.  We have checked your information will still be safe and the companies also obey the same laws that we have to here in the UK.

What rights do you have?

You have the right to:

  • Be told how we use your information
  • Ask to see the information we hold
  • Ask us to change information you think is wrong
  • Ask us to remove information when it’s not needed any more
  • Ask us to only use your information in certain ways
  • Tell us you don’t want us to process your information.

We will only send you our newsletter if you ask for it, and we always give you a way of telling us you don’t want to get it anymore.  We always say thank you for any money you give us, without asking you for more money at the same time.

If you’re worried about how we get and use your information, you can speak to our Data Protection Lead at Oxford United in the Community, who will be able to help you and answer any queries you have.  You can call us on 01865 337515, send us an email at [email protected] or go old school and send us a letter Oxford United FC Training Ground, Oxford Sports Park, Horspath Road, Oxford OX4 2RR.

If you then want to speak to someone outside the Charity, you can contact the Information Commissioner’s Office (ICO) on 0303 123 1113 or via their website.