Privacy and Data Handling Policy
Oxford City Farm is committed to protecting the privacy of your data. We wish to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your data, about why we are collecting it and not do anything with it that you wouldn’t reasonably expect.
Who we are
Oxford City Farm is a community led project in East Oxford. Established to bring hands on resource for local people to learn and gain experience on food, farming and the wider environment. It is a hub for other community activities.
Who we are
Registered Charity No. 1144439
Company registered at Companies House 7239285
Registered Agricultural Holding 33/280/0339
Why we collect information
We collect information to allow us to provide you with information about Farm activities and events, to provide you with related information we think you may be interested in and to update you on Farm developments.
We may also collect information to help us to understand how people use the information we provide on our Website and send out in email communications so we can improve how we communicate with you, how we fundraise, and how we operate more generally.
How we collect information
We hold information about you that you have given to us directly in order for you to receive information and updates. Information that we have collected when you take part in any of our organised activities; when you volunteer with us; when we raise funds; when you respond to a survey or when you otherwise engage with us on our website. When you give us information in this manner, we may store this information.
We may link our website directly to other sites. (eg an online funding platform such as MyDonate or Virgin giving) This privacy notice does not cover external websites and we are not responsible for the privacy practices or content of those sites. We encourage you to read the privacy policies of any external websites you visit.
personal data we hold and how we use it?
If you contact us via email or our website we will keep your data to ensure we have followed up you enquiry or for future use in respect of your original enquiry.
If you become a supporter of the Farm we will hold your name and email address on a group email list so that you can receive periodic updates.
In addition for volunteers
We collect your address and contact details as well as a next of kin contact.
We will hold any specific medical information that you provide us with to ensure your safety and well-being on site.
We will additionally maintain a paper based and electronic file of contact details. We will keep an Accident/Incident book on site.
We will keep photos and digital images including film and audio of you which, with your consent, we may use as evidence to our funders as well as in our promotional materials such as website and annual reports.
We may request other information where it is appropriate and relevant, only with your consent.
We may contact you by email to let you know about our events and activities that might be of particular interest to you; and provide you with information about and the opportunity to participate in our activities. We will provide the opportunity for you to opt-out from receiving our communications every time we contact you.
You can also opt-out from receiving our communications, or update your contact preferences at any time by emailing: email@example.com
Where a volunteer, pupil or farm user is under 18 we will gain consent from both themselves as well as their legal parent or guardian.
How we keep your data safe and who has access to it
We do not sell or share your personal details with any third parties unless we need to disclose your personal information upon request to regulatory and government bodies, law enforcement agencies and suppliers we engage to process data on our behalf (eg: Disclosure and Barring Service).
Your digital data will be stored securely on the Oxford City Farm’s Google Drive which is password protected – Access to files containing personal data is limited to those who legitimately need to access them in relation to the role they perform within the organisation.
Paid staff, contractors or volunteers will not keep any files containing personal information on their own use computers.
Paper files containing very basic information- such as name and arrival time on site eg.- Volunteer sign in forms will be kept in view for the duration of the volunteering session. Paper forms with more detailed information – such as emergency contact information and any allergies or medical details Eg – New volunteer sign up forms will be kept in view of a member of staff or lead volunteer for the duration of the session and locked in a secure filing cabinet between sessions.
Corrections to your information
Please let us know if your details change. You may also ask us to correct or remove information which is inaccurate.
In certain circumstances you have a right to require us to stop processing your personal data in a way, or for your data to be erased from our database. If it is not necessary for the purpose you provided it to us for (e.g. providing you with a service or item you have requested) or we do not otherwise require the data to be archived for future reference, we will do so.
The legal basis that we rely on for processing your data is either where:
- You have provided your consent to us using your data in a certain way
- It is within our legitimate interests
- It is necessary in connection with the performance of a contract with you
- It is necessary to for compliance with a legal obligation to which we are subject.
You have a right to ask for a copy of the information we hold about you. If you want to access your information, please send a description of the information you want to see and proof of your identity.
Please let us know if you have any queries or concerns about the way that your data is being processed by contacting using the details details below.
You are also entitled to make a complaint to the Information Commissioner’s office, and for further information see the Information Commissioner’s guidance here https://ico.org.uk/for-the-public/personal-information.
We keep data for as long as there is a need to keep it in connection with the purposes for which it was collected.
We may keep your personal data after a particular matter or exchange has concluded but purely for record keeping purposes and to be able to respond to queries. In some cases, we are also obliged to retain your personal data to comply with legal or statutory obligations (for example, to keep records of contractual or financial matters).
Whilst the specific time periods vary depending on the circumstances, in general we will not keep records that include personal data for more than 6 years after a particular matter or exchange has concluded.
If you ask us to stop sending you communications, we may retain certain details, such as your name, to help us ensure that you are not contacted again.
Questions, comments, and requests regarding this privacy statement are welcomed and should be addressed firstname.lastname@example.org