1. Introduction and general terms
- what information Oxfam may collect about you;
- how Oxfam will use information we collect about you;
- when Oxfam may use your details to contact you;
- whether Oxfam will disclose your details to anyone else;
- your choices regarding the personal information you provide to us;
Oxfam is committed to safeguarding your personal information. Whenever you provide such information, we are legally obliged to use your information in line with all laws concerning the protection of personal information, including the Data Protection Act 1998 and the Privacy & Electronic Communications (EC Directive) Regulations 2003.
2. Who we are
Oxfam is a registered charity (charity number 202918) and a company limited by guarantee (company number 612172). Oxfam is also registered in Scotland (SC039042). Oxfam's registered address is Oxfam House, John Smith Drive, Cowley, Oxford, OX4 2JY.
3. What information will Oxfam collect about me?
When you contact Oxfam to make a donation, purchase an item online, support our "Tag your Bag" scheme or sign up to any of Oxfam's activities or online content, such as newsletters, competitions, or message boards, or you telephone, email, write to or text Oxfam, or engage with Oxfam via social media channels, we may receive and retain personal information about you. This can consist of information such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can
claim Gift Aid.
By submitting your details, you enable Oxfam (and where applicable any sub-contractors we may use) to raise funds and to provide you with the goods, services, information, activities or online content you select.
We do not usually collect "sensitive personal data" about our supporters, e.g. health status, unless there is a clear reason for doing so - such as participation in a marathon or similar fundraising event or where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event. Clear notices will be provided on applications for such events so that it is clear what information we need and why we need it. If you are simply browsing our website as an anonymous visitor, Oxfam may still collect certain information from you, such
as your IP addresses (an IP address is a number that can uniquely identify a specific computer or other network device on the internet).
Oxfam may also use publicly available information to identify people who express an interest in giving major gifts to organisations like Oxfam, or who may be interested in a high profile public association with Oxfam. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies' House. Where an individual enters into such a relationship with Oxfam they will have a nominated account manager who will agree with the individual any sensitivities they may have with regard to any personal information which
Oxfam may hold on them. Oxfam will not retain data relating to major supporters unless the individual provides their consent, which will be sought at the earliest practical opportunity.
If you enter your contact details in one of our online forms, we may use this information to contact you even if you don't "send" or "submit" the form. We will only do this to see if we can help with any problems you might be experiencing with the form or with our websites.
4. How will Oxfam use the information you collect about me?
Oxfam will use your personal information for a number of purposes including the following:
- in relation to any correspondence you have entered into with us whether by letter, email, text, social media, message board or any other means;
- for "service administration purposes", which means that Oxfam may contact you for reasons related to donations you have made such as your tax status with regard to Gift Aid, the completion of commercial or other transactions you have entered into with Oxfam or the activity or online content you have signed up for;
- for internal record keeping;
- to fulfil sales contracts you have entered into with Oxfam;
- to contact you about any content you provide;
- to invite you to participate in surveys or research about Oxfam or our work (participation is always voluntary);
- for marketing purposes where you have specifically consented to receive marketing communications from us (see below);
- to provide you with information about our activities or online content you have agreed to receive;
- to personalise the way Oxfam content is presented to you;
- to use IP addresses to identify the location of users, to block disruptive use, to establish the number of visits from different countries;
- to analyse and improve the activities and content offered by the Oxfam website to provide you with the most user-friendly navigation experience. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.
5. Will I be contacted for marketing purposes?
Oxfam will only contact you for marketing purposes where you have provided us with freely given consent to do so. You may provide that consent in various ways including though online or paper forms, responding to television adverts (where consent statements are clearly visible) or face to face though engagement with our fundraisers.
Please see section 9 below for information on how to change your communication preferences, including opting out of future marketing communications.
6. Will Oxfam share my personal information with anyone else?
We will only use your information within Oxfam for the purposes for which it was obtained. Oxfam will not, under any circumstances, share or sell your personal data with any third party for marketing purposes and you will not receive offers from other companies or organisations as a result of giving your details to us.
We may need to share your information with "data processors" such as our service providers, associated organisations and agents who help us to prepare and send the materials relating to our projects and fundraising activities. These "data processors" will only act under our instruction and we will not allow these organisations to use your data for their own purposes and will take care to ensure that they keep your data secure.
We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).
7. Offensive or inappropriate content placed on the Oxfam website
If you post or send offensive, inappropriate or objectionable content to or anywhere on the Oxfam website or otherwise engage in any disruptive behaviour on any Oxfam service, we may use your personal information to stop such behaviour.
Where Oxfam reasonably believes that you are or may be in breach of any of the laws of England and Wales (or the law of Scotland if you live there) (e.g. because content you have posted may be defamatory), we may use your personal information to inform relevant third parties such as your employer, internet provider or law enforcement agencies about the content and your behaviour.
8. How long will Oxfam keep my personal information?
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations for at least seven years.
If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, e.g. user generated content or in response to a particular campaign we will generally only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.
9. What is Oxfam's policy on allowing me to update, correct, or delete my personal information?
The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest. If you wish to change how we communicate with you, or update the information we hold, then please contact us:
- email us at firstname.lastname@example.org
- write to us at: Supporter Relations, Oxfam GB, Oxfam House, John Smith Drive, Oxford, OX4 2JY
- call us on 0300 200 1300 (Mon-Fri 9am-5pm)
You may also opt out of marketing emails at any time by clicking the unsubscribe link in any marketing email from Oxfam. You may also opt out of SMS messages by texting NOINFO to 70066, this is charged at your standard text rate.
Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. (We charge £10 for information requests and require you to prove your identity with two pieces of approved identification).
10. Cookies Policy - information Oxfam collects from your computer or mobile device
a. What is a cookie?
Cookies are small text files on your device. They are made by your web-browser when you visit a website. Every time you go back to that website, your browser will send the cookie file back to the website's server. Cookies are useful because they allow a website to recognise a user's device. You can find more information about cookies at: www.allaboutcookies.org and www.youronlinechoices.eu. For a video about cookies visit http://www.google.co.uk/goodtoknow/data-on-the-web/cookies
Cookies do lots of different jobs, like letting you navigate between pages efficiently, remembering your preferences, and generally improving the user experience.
They can also help to ensure that adverts you see online are more relevant to you and your interests.
Information supplied in cookies also allows us to measure the effectiveness of online marketing campaigns for Oxfam. This enables us to ensure any money we spend on digital marketing gives us a good return on investment.
c. Further information on Oxfam cookies and how to control your cookie preferences