Privacy Policy

1. Data protection

This privacy policy governs the use of the Website homelessoxfordshire.uk (the “Website”).

This website (homelessoxfordshire.uk) uses a database to store personal information. This website is created by and is the sole responsibility of Homeless Oxfordshire. This privacy policy exists to inform our Users of the existence of this database and how it is operated.

Homeless Oxfordshire is the data controller for all personal information collected via this website.

2. Our use of your personal information

Information on Users is collected by Homeless Oxfordshire from forms on the website and are obtained by Homeless Oxfordshire for the sole purpose of delivering the services offered via the Website; including providing information, responses to enquiries and other relevant services that may be of interest to the User.

3. Optional and compulsory information

Fields marked with an asterisk (*) on the contact forms and donation forms on our website must be completed in order for requests and donations to be processed. The other fields are optional.

The user guarantees that the information provided is truthful and is responsible for informing us of any changes and keeping it up-to-date.

4. How we will communicate

4.1 We promise to only contact you with the information you have requested

There are many ways in which we can keep you informed of our vital work and we want to ensure that you are seeing only what you have given us permission to send you. When you are asked to complete a form on this website i.e. a contact form, donation form, event registration form or newsletter sign up form, you can opt-in to give consent for your data to be used for specific purposes.

When you give us a donation in person or in writing we will send you details of our privacy policy and ask you about your future contact preferences.

Under 16?

You must be aged over 16 to legally give consent for Marketing. If you are aged 16 or under, you will need to get the permission of your parent or guardian before registering to receive email newsletters or any other marketing materials from us.

We do not knowingly collect or solicit information from anyone under 16 or knowingly allow such persons to provide us with their personal information without parent or guardian consent.

In the event that we learn that we have collected personal information from anybody aged 16 or under and do not have the consent of a parent or guardian, we will delete that information as quickly as possible.

4.2 Electronic Marketing Communications and E-Newsletters

Homeless Oxfordshire will occasionally send users who have given their prior consent through forms on this website, emails that include the most relevant information and news related to Homeless Oxfordshire, including fundraising activities and ideas for how to support our work. The user can unsubscribe from these email communications through a link at the footer of the email.

Homeless Oxfordshire will send electronic commercial communications with information on products, services and events that may be of interest to the User when expressly requested. Consent to receiving these communications can be cancelled at any time.

4.3 Other Marketing Communications

Homeless Oxfordshire may occasionally send users who have given their prior consent through forms on this website, marketing communications via phone or direct mail only if they have opted-in for those communication options.

Homeless Oxfordshire will contact donors who have given money through donation forms on our website to confirm their donation and amount. We will only send you future marketing communications if you have opted in via the communication options at the bottom of the donation forms.

5. Data sharing

Please be assured that we will not, under any circumstances, sell or share your data with anyone for marketing purposes and you will not receive offers from other companies or organisations as a result of sharing your personal details with us.

We may need to share limited information with our service providers who help us to prepare and send you our communications and other responses. However, 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.

This website uses contact forms protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

6. Security

Homeless Oxfordshire takes the security of personal information very seriously and has put all the necessary technical measures in place in order to avoid the loss, misuse, altering, unauthorised access or theft of information provided by Users via the Website.

6.1 How we protect your information

We store your personal information in our database, Raiser’s Edge. Raiser’s Edge is a Blackbaud product and we use their Blackbaud Hosting facet which means that your personal information is stored in a state-of-the-art, secure EU data centre which is monitored around the clock. We also use Office 365 applications for cloud-based file storage and email. In addition to the built-in security that these products provide, we have various internal physical, electronic and procedural safeguards to protect your personal information. We also advise all employees and volunteers about their responsibility to protect your personal data and provide them with appropriate guidelines for adhering to our confidentiality policy.

7. Data retention

In some cases the retention periods are governed by law, in other cases it is best practice.

7.1 Fundraising and Events information

We will hold onto your details as below (we set this out in the format of record type, length held and the reason):

7.2 Change of address

We will hold for 2 years – for Best Practice.

7.3 Consent to Direct Marketing

We will hold for 6 years – for compliance with data protection law and privacy law.

7.4 Correspondence about donations

We will hold for 6 years from the end of the fiscal year – for compliance with Companies Act / Charities Act.

7.5 Deeds of covenant (donee)

We will hold for 6 years after final payment due but up to 12 years if any payments are still outstanding or there is any dispute regarding the deed – for compliance with Tax/Limitation Act 1980 s8.

7.6 Gift aid claims

We will hold for 6 years from the end of the fiscal year in which the last payment under the declaration was made – this evidence required by HMRC inspections/ Limitations Act 1980.

7.8 Gift aid declarations

We will hold for 6 years from the end of the fiscal year in which the last payment under the declaration was made – for compliance with Finance Act 1988 Sch 18 (Declarations continue in force until revoked or cancelled).

7.9 Image consent forms

Although image consent has no time limit, in practice we no longer use photos after 5 years. We review our photo banks every 6 months. After the photo is no longer used, we suppress it and the consent form for 2 years after the consent is no longer needed and then destroy it in accordance with Best Practice.

7.10 Legacies

We will hold for 6 years after the estate has been wound up for legal and contract reasons.

7.11 Information stored from purchases through our online shop

7.11.1 Billing Details:

The following customer data is collected and stored for a total period of 36 months to allow us to process your order from our online shop, either by ‘guest’ or ‘registered user’ checkout.

• First name / Last name
• Billing address
• Shipping address (where applicable)
• Phone number
• Email address
• IP Address

7.11.2 Registered User Details:

The following customer data is stored when a user registers a new account on our website shop (accounts that are left inactive for 24 months will be deleted along with all associated customer data).

• First name / Last name
• Phone number
• Email address
• Billing Address
• Shipping address (where applicable)
• Last four credit/debit card digits and card expiry date (for customer opted saved cards only)
• Password (can be changed by the registered user at any time via ‘My Account’ on the website)
• IP Address

7.12 Information stored from other forms on this website

7.12.1 Information stored from contact forms, volunteer application form and job application form

The following personal data is collected and stored securely and used for processing enquiries and applications only.

• Full name
• Email address
• Telephone number

7.12.2 Information stored from donation and event registration forms

The following data is collected and stored securely on our database:

• Full name
• Email address
• Telephone number
• Address

7.13 Job Applicant Privacy Notice

Homeless Oxfordshire Limited (referred to as “Homeless Oxfordshire “ or “the company”” throughout this notice) collect and process personal data relating to job applicants as part of our recruitment process. We are committed to being transparent about how we collect and use that data and to meeting our data protection obligations.

This notice sets out the basis on which we collect, use and disclose the personal data of our job applicants, as well as your rights in respect of such personal data.

What information do we hold about you?

In connection with your application for work with us, we will collect, store, and use the following categories of personal information about you:

• The information you have provided to us in your curriculum vitae and covering letter.
• The information you have provided on our application form, including name, title, address, telephone number, personal email address, date of birth, NI number, nationality, gender, education and qualifications, membership of professional bodies, employment history, qualifications, right to work in the UK documentation, visa details (if appropriate), DBS.
• Any information you provide to us during an interview.
• Any test/assessment centre results and/or presentations delivered during the interview process.

Why do Homeless Oxfordshire process personal data?

Homeless Oxfordshire collect and process your data for a number of purposes and where we have a legal basis to do so, as follows.

Homeless Oxfordshire has a legitimate interest in processing personal data during the recruitment process and for keeping records of the process. Processing data from job applicants allows us to manage the recruitment process, assess and confirm a candidate’s suitability for employment and decide to whom to offer a job. We may also need to process data from job applicants to respond to and defend against legal claims.

In some cases, we need to process data to ensure that we are complying with our legal obligations. For example, we are required to check a successful applicant’s eligibility to work in the UK before employment starts.

Homeless Oxfordshire may process sensitive data  about applicants disability status so we can make reasonable adjustments for candidates. Where we process other special categories of data, such as information about ethnic origin, sexual orientation, health or religion or belief, this is for equal opportunities monitoring purposes. Our processing of these types of data will be carried out to ensure you or us can meet our obligations or exercise our rights under law related to employment or (only where applicable) to enable us to establish, exercise or defend legal claims.

We will not use your data for any purpose other than the recruitment process of which you are a part.

Who has access to data?

Your information may be shared internally within the company for the purposes of the recruitment process. This includes members of the HR team, interviewers involved in the recruitment process, and managers in the business area with a vacancy.

We will not share your data with third parties, unless your application for employment is successful and an offer of employment is made. We will then share your data with former employers in order to obtain references, Disclosure & Barring Service (DBS) in order to administer relevant recruitment checks and procedures and  UK Visas & Immigration (UKVI) in order to administer relevant recruitment checks and procedures (if required).

In addition, we may need to share your personal information with a regulator or otherwise to comply with the law.

How does Homeless Oxfordshire protect data?

Homeless Oxfordshire takes data security  seriously and we have controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our personnel in the proper performance of their duties.

How long will you use my information for?

If your application for employment is unsuccessful (including when you have speculatively applied to us in respect of a role which is not available), we will hold your data on file for 6 months. At the end of that period, your data is deleted or destroyed except if we need to retain it for longer to demonstrate we have conducted the recruitment in a fair and transparent way.

Your rights

As a data subject, you have a number of rights under data protection law. You can:

• access and obtain a copy of your data on request;
• require Homeless Oxfordshire to change incorrect or incomplete data;
• require Homeless Oxfordshire to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing;
• object to the processing of your data where Homeless Oxfordshire is relying on its legitimate interests as the legal ground for processing; or
• ask us to transfer your data to another organisation.

If you would like to exercise any of these rights or if you have any questions about this notice or our processing of your data more generally, please contact recruitment@homelessoxfordshire.uk or submit a written request by post to  Homeless Oxfordshire, O’Hanlon House, Luther Street, Oxford, OX1 1UL attention of the Data Protection Officer.

Complaints

If you believe that Homeless Oxfordshire  has not complied with your data protection rights, you can complain to the Information Commissioner via  their helpline number on 0303 123 1113 or their website at https://www.ico.org.uk or in writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

What if you do not provide personal data?

You are under no statutory or contractual obligation to provide data to the Homeless Oxfordshire during the recruitment process. However, if you do not provide the information, we may not be able to process your application properly or at all

8. Cookies

We use cookies and similar tools to collect information from our website visitors to analyse our website usage and to market our products and services to you. Such information includes the referrer URL, browser type, IP address, and date, time and duration of the visit. We also share information about your use of our site with our social media, marketing and analytics partners, who may combine it with other information you’ve provided to them or they’ve collected from your use of their services. In case you do not wish to give your consent, you may nonetheless use this website without restriction. You can revoke your consent at any time.

For further information please view our Cookie Policy

9. Right of access, opposition, cancellation and rectification

Under data protection legislation, you have the right to:

• Request access to the information we hold about you (Subject Access Request);
• Be informed of the identity of the controller, the reasons for processing your personal data and other relevant information necessary to ensure the fair and transparent processing of personal data;
• Object to processing of personal data that is likely to cause, or is causing, damage or distress;
• Prevent processing for the purpose of direct marketing;
• Object to decisions being taken by automated means;
• In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and/or
• Claim compensation for damages caused by a breach of the data protection regulations.

These rights can be exercised through the configuration of the webpage itself. In case of problems exercising these rights online, or of any other type of doubt or query regarding our privacy policy, please contact us:

Email: fundraising@homelessoxfordshire.uk

All treatment of personal information and communications made by electronic means meets the legal requirements established by the General Data Protection Regulation and Data Protection Act 2018.

10. Fundraising Complaint Policy

Homeless Oxfordshire follows the Code of Practice set out by the Fundraising Regulator. We endeavor to ensure that our activities result in a positive experience, however, if we fail to meet expectations then we welcome complaints, as these will help us put things right in future. If you need to complain about any aspect of our fundraising activities we would be grateful if you could follow the process below in order that we can resolve your complaint quickly and efficiently.

In the first instance, please contact Liza Clothier, Head of Fundraising & Communications by phone on 01865 638549 or by email at LizaClothier@homelessoxfordshire.uk.

Should you feel that your complaint has not been satisfactorily resolved then please escalate your complaint to Simon Hewett-Avison, CEO on 01865 638549 or by email at simonhewett-avison@homelessoxfordshire.uk

If you remain unhappy with how your complaint has been handled then please contact the Fundraising Regulator on 0300 999 3407  or write to Fundraising Regulator, Eagle House 167 City Road London, EC1V 1AW

More information on how to complain to the Fundraising Regulator can be found here: https://www.fundraisingregulator.org.uk/more-from-us/resources/complaints-process.

11. Amendment of this privacy policy

Homeless Oxfordshire reserves the right to modify this policy, and adapt it to future legislative regulations or jurisprudence and to industry practices.

This Privacy Policy was last updated in January 2024