JAD 6961

Privacy & Cookies

Privacy & Cookies

Privacy Policy

The Oxford Evangelical Pastorate

The privacy and security of your personal information is extremely important to us. We will do all we can to protect your privacy and to ensure that any personal information you share with us is stored securely and is only used in a manner that you have consented to or would expect. We will never sell information about you.

This notice tells you what information we collect, how we use and share the information, what your rights are, and finally, how you can contact us with questions or concerns.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in a data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and related regulations.

2. Who are we?

The Oxford Evangelical Pastorate, Registered charity no. 1136848, Company number 07161962 is the data controller (contact details below). This means we decide how your personal data is processed and for what purposes.

3. How do we process your personal data?

The Oxford Evangelical Pastorate comply with their obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To administer the application to, and participation in, our groups and activities;
  • To provide pastoral care to postgraduates;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records (including the processing of gift aid applications);
  • To inform you of news, and events we consider to be of interest to you;
  • To operate the Oxford Pastorate website and distribute our e-newsletters as requested;
  • To fundraise for the Oxford Pastorate;
  • To enable us to provide services for the benefit of the University of Oxford community.

4. What is the legal basis for processing your personal data? And How long do we keep your personal data?

We may process your personal data according to any of the following permissible reasons:

  • Where processing is necessary for carrying out our obligations under employment, social security or social protection law, or statutory obligations (e.g. for Gift Aid purposes);
  • As a not-for-profit body with a religious aim provided:
    • the processing relates only to participants or former participants (or those who have regular contact with it in connection with those purposes); and
    • there is no disclosure to a third party without consent.
  • We have received your explicit consent so that we can keep you informed about news, events and activities.
  • You are an alumni of one of our year-long programmes and therefore legitimate interest to keep you informed about our news, events and activities.
  • Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.
  • Further clarification

We ask our staff not to store any personal data for longer than is necessary and carry out an annual data audit to this end.

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other Oxford Pastorate staff for one of the reasons mentioned above. Unless we receive your consent, your information will never be passed to other organisations except where this is considered necessary for our own operations (e.g. for payroll, data storage, mailings etc.). In such instances there are confidentiality agreements in place that restrict the use of your information to the purpose for which it is provided and ensure it is stored securely and kept no longer than necessary.

We will not transfer your contact details to other charities or to other companies for their marketing purposes. We will not, without your consent, supply your contact details or other personal data to any third party outside the Oxford Pastorate except:

  • Where we are required to do so by the law.
  • Where such a transfer is a necessary part of the activities that we undertake. For example, we may:
    • transfer your name, address and the values of gifts that you have given us to HMRC in order to reclaim gift aid on your gifts
    • transfer your name to a conference venue for fire safety information if you have registered to attend a conference sponsored by the Oxford Pastorate

6.Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which The Oxford Evangelical Pastorate, holds about you;
  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for us to retain such data;
  • The right to withdraw your consent to the processing at any time;
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), where applicable.
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data (where applicable).
  • The right to lodge a complaint with the Information Commissioners Office.

7. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

8. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact [email protected] or The Oxford Pastorate, 33 Jack Straws Lane, Oxford, OX3 0DL

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Privacy & Cookies

In common with most other websites, we use cookies and similar technologies to help us understand how people use our website. We have created this Cookies Policy to provide you with clear and explicit information about the technologies that we use on this website, and your choices when it comes to these technologies.

If you choose to use the website without blocking or disabling cookies or opting out of other technologies, you will indicate your consent to our use of these cookies and other technologies and to our use of any information that we collect using these technologies. If you do not consent to the use of these technologies, please be sure to block or disable them using your browser settings.

What are cookies?

Cookies are small text files that are placed on your computer by websites that you visit. These text files can be read by these websites and help to identify you when you return to a website. Cookies can be “persistent” or “session” cookies. Persistent cookies remain on your computer when you have gone offline, while session cookies are deleted as soon as you close your web browser.

To find out more about cookies, including how to see what cookies have been set and how to block and delete cookies, please visit http://www.aboutcookies.org/.

Our Cookies

We use our own cookies to recognise you when you visit our website. This means that we can track usage information across the areas of this website.

Third Party Cookies

In addition to our own cookies, we work with various reputable companies to help us analyse how the website is used, and to optimise our website to deliver the best possible experience. The following companies help us achieve this through use of cookies:

Google Analytics

Google Analytics is a service provided by Google, Inc. (“Google”). Google Analytics uses cookies to help us analyse how users use our website. The information generated by these cookies (including your truncated IP address) is transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your, and other users’, use of our website, compiling reports for us on website activity and providing other services relating to website activity and Internet usage. Please note that Google only receives your truncated IP address. This is sufficient for Google to identify (approximately) the country from which you are visiting our site, but is not sufficient to identify you, or your computer or mobile device, individually.

Google cookies are those beginning “__ut”.

You can find more information here, including a link to Google’s privacy policy.

Opting Out

We think it’s important that you are able to control the collection of data relating to your use of this website, and have therefore made sure that you can opt out of any personal data collection using cookies or other technologies as set out below.

You can use the settings within your browser to control the cookies that are set on your computer or mobile device. However, please be aware that cookies are important to many aspects for the site – if you set your browser to reject cookies, you may not be able to enjoy all of the features of the site. To find out how to see what cookies have been set and how to reject and delete cookies, please visit http://www.aboutcookies.org.

To opt-out of analysis by Google Analytics on our website and other websites, please visit http://tools.google.com/dlpage/gaoptout


Policy Reviewed 24/11/2023