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 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 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.
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:
Oxford |OX1 1UL
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.
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.
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.
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.
We will hold for 6 years after the estate has been wound up for legal and contract reasons.