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Privacy policy

Privacy Policy

At Age UK Oxfordshire and Action for Carers Oxfordshire (hereafter known as “the Charity”), we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit our websites or receive a service from us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our websites, you’re agreeing to be bound by this Policy.

Any questions regarding this policy and our privacy practices should be sent by email to admin@ageukoxfordshire.org.uk or by writing to Age UK Oxfordshire, 9 Napier Court, Barton Lane, Abingdon OX14 3YT. Alternatively, you can telephone [0345 450 1276].

Who are we?

Age UK Oxfordshire is an independent local charity dedicated to helping everyone make the most of later life.

Age UK Oxfordshire is a registered charity (no. 1091529) and company limited by guarantee (no. 04328143). The registered address is 9 Napier Court, Barton Lane, Abingdon, OX14 3YT. The Age UK Oxfordshire Group comprises Age UK Oxfordshire, its trading subsidiaries and Action for Carers (Oxfordshire) Ltd (charity no 1149577). We are a brand partner of Age UK.

How do we collect information from you?

We obtain information about you when you contact us about goods and services, to make a donation, or if you register to receive one of our newsletters. We may also receive information through a third party who is passing on your information with your prior consent.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP (internet protocol) address, and information regarding what web pages are accessed and when. If you make a donation online or purchase a product from us, your card information is not held by us, it is collected by our third party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions, as explained below.

How is your information used?

We may use your information to:

  • provide you with information, advice and support services;

  • process a donation that you have made;

  • process orders that you have submitted;

  • to carry out our obligations arising from any contracts entered into by you and us;

  • dealing with entries into a competition;

  • seek your views or comments on the services we provide;

  • notify you of changes to our services;

  • audit our services

Action for Carers Oxfordshire is the lead organisation within the ‘Carers Oxfordshire project’ who offer advice and support to adults aged 18 and over caring for another adult in Oxfordshire.

  • send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other fundraising activities, promotions of our associated companies goods and services;

  • process a grant or job application.

We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information to fulfil our statutory obligations (for example the collection of Gift Aid). We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who has access to your information?

If you have used our services, we may on occasion share basic demographic and service information with Age UK the national charity so they can help us monitor and ultimately improve the services we provide. The information we share will not include your name or your contact details, unless you give us your consent to do so for a specific purpose, such as sharing your story. When we do share this information, we do so under the lawful basis of legitimate interest.

We will not sell or rent your information to third parties.
We will not share your information with third parties for marketing purposes.

Lawful Processing

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

  • Specific Consent - Where you have provided specific consent to us using your personal

    information in a certain way, such as to send you email, text and/or telephone marketing.

  • Performance of a contract - Where we are entering into a contract with you or performing our obligations under it, like when you buy Age Co named products and services.

  • Legal obligation - Where necessary so that we can comply with a legal or regulatory obligation to which we are subject, for example where we are ordered by a court or regulatory authority like the Charity Commission or Fundraising Regulator.

  • Vital interests - Where it is necessary to protect life or health (for example in the case of medical emergency suffered by an individual at one of our events) or a safeguarding issue which requires us to share your information with the emergency services or safeguarding authority

  • Legitimate interests - Where it is reasonably necessary to achieve our or others’ legitimate interests (as long as what the information is used for is fair and does not duly impact your rights).

    We consider our legitimate interests to be running Age UK Oxfordshire as a charitable organisation in pursuit of our aims and ideals. For example to:

  •  send postal communications which we think will be of interest to you;
     
  • conduct research to better understand our supporters and to improve the relevance of our fundraising;
  • understand how people choose/use our services and products;
  •  determine the effectiveness of our services, promotional campaigns and advertising; o monitor who we deal with to protect the charity    against fraud, money laundering and other risks;
  •  enhance, modify, personalise or otherwise improve our services /communications for the benefit of our customers; and
  •  better understand how people interact with our website.

When we legitimately process your personal information in this way, we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. We will not use your personal information where our interests are overridden by the impact on you, for example, where use would be excessively intrusive (unless, for instance, we are otherwise required or permitted to by law).

When we use sensitive personal information, we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law (for example, if we need to process it for employment, social security or social protection purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).

Your choices

You have a choice about whether or not you wish to receive information from us. If you do not want to receive direct marketing communications from us about the work we do for older people, carers and our goods and services, then you can select your choices by indicating on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: admin@ageukoxfordshire.org.uk or telephone on [0345 450 1276].

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: admin@ageukoxfordshire.org.uk, or write to us at: 9 Napier Court, Barton Lane, Abingdon, OX14 3YT Alternatively, you can telephone [0345 450 1276].

You have the right to ask for a copy of the information the Charity hold about you. Please contact us as detailed above.

Security precautions in place to protect the loss, misuse or alteration of your information
When you give us personal information, we take steps to ensure that it’s treated securely. Any sensitive information (such as credit or debit card details) is encrypted and protected with the following software 256 Bit TLS1.2 encryption. When you are on a secure page, a lock icon will appear in the address bar of web browsers such as Microsoft Internet Explorer. Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Profiling

We may make use of additional information about you when it is available from external sources and we may also use your personal information to detect and reduce fraud and credit risk.

Use of 'cookies'

For information on the use of 'cookies' please visit here.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access those using links from our website.
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

Keeping your information up to date

We take reasonable steps to ensure your information is accurate and up to date.
Where possible we use publicly available sources to identify deceased records or whether you have changed address.
We really appreciate it if you let us know when your contact details change.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Transferring your information outside of Europe

As part of the services offered to you through this website, the information which you provide to us may be transferred to countries outside the European Economic Area (“EEA”). By way of example, this may happen if any of our servers are from time to time located in a country outside of the EEA. You should be aware that these countries may not have similar data protection laws to the UK. By submitting your personal data, you’re agreeing to this transfer, storing or processing. If we transfer your information outside of the EEA in this way, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy.

If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.

Changes to this policy

Any changes we may make to this policy in the future will be posted on our website so please check occasionally to ensure that you're happy with any changes. If we make any significant changes we'll make this clear on our website.

Review of this Policy - We keep this policy under regular review.

Updated on 01.10.2021