Privacy Policy

Homeless Oxfordshire, formally known as Oxford Homeless Pathways

How we use your personal details 

We want to be completely transparent about why we need the personal details we request when you support us and how we will use them.

When we will get in touch 

We send email newsletters about news, activities at our company and other initiatives.   

We will not share your data 

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

We may need to share limited information with our service providers who help us to prepare and send you our communications or process your donations 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. We may be legally bound to share your data with Law Enforcement or Government Agencies under special circumstances.

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  

Changing your communication choices 

If at any time you wish to change how we communicate with you, or update the information we hold, please do get in touch. 

Write to us: 

Homeless Oxfordshire
O’Hanlon House
Luther Street
Oxford |OX1 1UL

Email us:

info@homelessoxfordshire.uk

You can opt out of our emails by clicking on the unsubscribe link at the bottom of our electronic messages or by contacting a member of our team at the above address. You can request a full disclosure of information about you and your data from us, a small administration charge may be chargeable.

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 the 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.

What details we ask for and why 

We ask for the minimum information from you in order to allow us to send you relevant communications.

We need to ask if you are aged under 16 as, under anyone aged under 16 cannot legally give consent for Marketing.

Under 16? 

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 other 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.

Please contact us if you have any concerns.

Profiling

When you complete the Contact Us form on our website we process your details using a tool called MailChimp. This tool gathers additional information about you and your company which we use to ensure that we can provide a personalised response to your enquiry. MailChimp will store, and not share your data. Their privacy policy can be viewed here.

Data Retention

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

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):

Change of address

We will hold for 2 years – for Best Practice.

Consent to direct marketing

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

Correspondence about donations

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

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.

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.

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).

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.

Legacies

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