Privacy & Cookie Policy

Oxford United in the Community understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, https://ouitc.org/ (“Our Site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Our Site uses Cookies and similar technologies in order to distinguish you from other users.  By using Cookies, we are able to provide you with a better experience and to improve Our Site by better understanding how you use it.  Your acceptance of our Cookie Policy is deemed to occur with you have selected your preferred Cookie options that are presented to you via Our Cookie pop-up.

Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please contact us by email on [email protected] or by phone on 01865 337515

Information About Us

Our Site is owned and operated by Oxford United in the Community, a charity, registered in England under number 1125173.  Our registered address is The Kassam Stadium, Grenoble Road, Oxford, OX4 4XP.  For the purposes of data protection, Oxford United in the Community is a Data Controller, we are registered with the UK’s Information Commissioner’s Officer, registration number ZA125792.

What Does This Policy Cover?

This Privacy and Cookie Policy applies only to your use of Our Site. Our Site may contain links to other websites, such as Enthuse, EFL Official Soccer Schools and MailChimp.  When you click on a web link you will be re-directed to an external 3rd party website. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, “the Data Protection Legislation”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
  2. The right to access the personal data we hold about you.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete.
  4. The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
  5. The right to restrict (i.e., prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time.
  8. The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
  9. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us by email on [email protected]o.uk or by phone on 01865 337515

It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed as long as we have that data.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. We would welcome the opportunity to resolve your concerns ourselves, however, please contact us first, using the details at the end of this privacy notice.

What Data Do You Collect and How?

Depending upon your use of Our Site, we may collect and hold some or all of the personal and non-personal data set out in the table below, using the methods also set out in the table. We do not collect any ‘special category’ or ‘sensitive’ personal data. 

Data Collected How We Collect the Data
Identity Information including your name, your child’s name

·      When you send us a message via Our Site.

·      When you register your child up to one of our courses

Contact information including: email address, postal address, mobile phone number, and telephone number.

·      When you sign up for our newsletter.

·      When send us a donation.

·      When you register your child up to one of our courses.

·      When you email us to express your interest in becoming a community champion, volunteer or trustee.

Correspondence information including copies of emails we send you or your send to us. ·      When you email us with an enquiry.
Technical information includes Google Analytics Client ID, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access Our Site. ·      When you access and use Our Site.
Data from third parties including identity information, purchase history, donation amount, and contact information.

·      When you pay for one of our courses.

·      When you make a donation to us.

 

How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we will use your personal data, and our lawful bases for doing so:

What We Do What Data We Use Our Lawful Basis
Administering Our Site. Technical Data. Consent (non-essential cookies) and legitimate interest for (essential cookies)
Administering our business. Contact, identity, correspondence and data from third parties. Performance of a Contract.
Supplying our services to you. Contact, identify and correspondence information. Performance of a Contract
Managing payments / donations for our services. Contact and identity data, and data from third parties. Performance of a Contract & Legal Obligation.
Communicating with you. Contact and Identity Information. Legitimate Interest
Supplying you with information by email that you have opted-in-to (you may opt-out at any time by unsubscribing to Our newsletter. Contact Information. Consent.

 

With your permission and where permitted by law, we may use your personal data for marketing purposes, which may include contacting you by email with information, news, and offers about Oxford United in the Community.  We have adopted the following approach:

  • You will not be sent any unlawful marketing or spam.
  • You will always have the opportunity to opt-out.
  • We will always obtain your express opt-in consent before sharing your personal data with third parties for marketing purposes and you will be able to opt-out at any time.
  • We will only use your personal data for the purpose(s) for which it was originally collected. 

How Long Will You Keep My Personal Data?

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes.

How and Where Do You Store or Transfer My Personal Data?

We do store some of your personal data in countries outside of the UK. These are known as “third countries”. We will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:

  • We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner’s Office.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

  • limiting access to your personal data to those, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
  • procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so.

 

Recipient Activity Carried Out Location Privacy Policy

WordPress

(Data Processor)

Website Platform: to collect, process and stored ‘contact us’ details. United States Click Here

ADS Oxford

(Data Processor)

Website Developers: website design and support. United Kingdom Click Here

MailChimp

(Data Processor)

Marketing Automation Tool used for the Oxford United in the Community Newsletter United States Click Here

Enthuse

(Data Controller)

Donations, fundraising and events registration technology use to enable you to set up one-off or regular donations to Oxford United in the Community European Union Click Here

EFL Trust Official Soccer Schools

(Data Controller)

Booking system for Skills Centre Session, After Schools and Holiday Camps European Union Click Here

 

If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

If any personal data is transferred outside of the UK, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation.

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

How Do You Use Cookies?

Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us and are used only by us. We use Cookies to facilitate and improve your experience of Our Site and to provide and improve our services. We have carefully chosen these Cookies and have taken steps to ensure that your privacy and personal data is protected and respected at all times.

All Cookies used by and on Our Site are used in accordance with current guidance issued by the UK’s Information Commissioner’s Office (ICO).

Before Cookies are placed on your computer or device, you will be shown a pop-up requesting your consent to set those Cookies. By giving your consent to the placing of Cookies you are enabling us to provide the best possible experience and service to you. You may, if you wish, deny consent to the placing of Cookies; however certain features of Our Site may not function fully or as intended. You will be given the opportunity to allow only first-party Cookies and block third-party Cookies.

Certain features of Our Site depend on Cookies to function. The ICO deems these Cookies to be “strictly necessary”. These Cookies are shown in the table below. Your consent will not be sought to place these Cookies, but it is still important that you are aware of them. You may still block these Cookies by changing your internet browser’s settings as detailed below, but please be aware that Our Site may not work properly if you do so. We have taken great care to ensure that your privacy is not at risk by allowing them.

The following first-party Cookies may be placed on your computer or device:

Name of Cookie Purpose Strictly Necessary
_cfduid Used by the content network, Cloudflare, to identify trusted web traffic. Yes
Cookielawinfo-checkbox To check if cookies can be placed Yes

 

Our Site uses analytics services provided by Google. Website analytics refers to a set of tools used to collect and analyse anonymous usage information, enabling us to better understand how Our Site is used. This, in turn, enables us to improve Our Site and the services offered through it.

The analytics service(s) used by Our Site use(s) Cookies to gather the required information. You do not have to allow us to use these Cookies, however whilst our use of them does not pose any risk to your privacy or your safe use of Our Site, it does enable us to continually improve Our Site, making it a better and more useful experience for you.

The analytics service(s) used by Our Site use(s) the following Cookies:

Name of Cookie First / Third Party Provider Purpose
_ga First Google LLC Registers unique ID that is used to generate statistical data on how the visitor uses the website.

 

In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.

You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.

It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of the Data Protection Lead):

Email address: [email protected].

Telephone number: 01865 337515.

Postal Address: Kassam Stadium, Grenoble Road, Oxford OX4 4XP.

Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be immediately posted on Our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of Our Site following the alterations. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 15th February 2021.