Our supporters and contacts are extremely important to us. Without your support Oasis will find it much harder to continue to provide life-changing and life-saving services. It is important that we can communicate with you. We would like to keep you up to date about our work, show the amazing difference your support is making, demonstrate how you are helping us to reach more people experiencing domestic abuse and violence and, on occasion, approach supporters for further help.
We would also like to assure anyone who accesses our websites and any of our support services that Oasis is committed to the privacy and security of their personal information.
1. Who we are
Oasis: registered charity in England and Wales (1126198), and a company Limited by guarantee in England (05810653).
Oasis is a ‘controller’ for the purposes of the EU General Data Protection Regulations 2016/679. As a controller we are responsible for and control the processing of your personal information.
If you require further information about our privacy practices, please contact our Data Protection Officer by:
Writing to Oasis, PO Box 174, Margate, Kent, CT9 4GA
Emailing to firstname.lastname@example.org
Calling us on 01843 296 400
2. How we collect information about you
When you interact with us directly: This could be if you ask us about our activities, register with us for an event, make a donation to us, ask a question about domestic violence, access our support services, purchase something, apply for a job or volunteering opportunity or otherwise provide us with your personal information. This includes when you phone us, visit our website, get in touch through the post, or in person.
When you interact with us through third parties: This could be if you provide a donation through a third party such as Just Giving or one of the other third parties that we work with and provide your consent for your personal information to be shared with us.
When you interact with us through partners or suppliers working on our behalf: This could be if you access a service delivered through a trusted organisation working on our behalf and always under our instruction.
From other information that is available to the public: It is not our practice to gather either publicly available information or paid information about any supporter. We only gather information from you in an open and transparent way.
3. Information we collect about you
In connection with the purposes set out in paragraph 4 below we collect some or all of the following information, as applicable to the relevant purpose:
· your name;
· your contact details (including postal address, telephone number, e-mail address and/or social media identity);
· your date of birth;
· your gender;
· your bank or credit card details where you provide these to make a payment;
· if you volunteer for us or apply for a job with us, information necessary for us to process these applications and assess your suitability (which may include things like employment status, previous experience depending on the context, as well as any unspent criminal convictions or pending court cases you may have);
· information about your activities on our website(s) and about the device you use to access these, for instance your IP address and geographical location;
· information about events, activities and products which we consider to be of interest to you;
· information relating to your health (for example if you are taking part in or attending an event for health and safety purposes);
· where you have left us a legacy, any information regarding next of kin with which you may have provided us to administer this;
· information as to whether you are a taxpayer to enable us to claim Gift Aid;
· age, nationality and ethnicity information for monitoring purposes; and
· any other personal information you provide to us.
In connection with certain services offered through this site we may ask you to submit information such as your name, e-mail address, postal address, telephone number and credit/debit card details. You are under no obligation to provide such information. However, if you should choose to withhold requested information, we may not be able to offer you certain services.
Certain types of personal information are in a special category under data protection laws, as they are considered to be more sensitive. Examples of this type of sensitive data would be information about health, race, religious beliefs, political views, trade union membership, sex life or sexuality or genetic/biometric information. We only collect this type of information about our supporters to the extent that there is a clear reason for us to do so. We collect by consent this information from our service users for the purposes of their support and for later analysis of the efficacy of our services.
Wherever it is practical for us to do so, we will make it clear why we are collecting this type of information and what it will be used for.
4. How your information is used
Oasis uses the information you provide to us for one or more of the following purposes:
· to provide you with the services, products or information you asked for;
· to administer your donation or support your fundraising, including processing Gift Aid;
· to keep a record of your relationship with us;
· to respond to or fulfil any requests, complaints or queries you make to us;
· to understand how we can improve our services, products or information by conducting analysis and market research;
· to manage our events;
· to check for updated contact details against third party sources so that we can stay in touch if you move (see “Keeping your information up to date” below);
· to further our charitable objectives;
· to register, administer and personalise online accounts when you sign up to products we have developed;
· to send you correspondence and communicate with you;
· to process applications for funding and for administration of our role in the projects we fund;
· to administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems;
· for testing our technical systems to make sure they are working as expected;
· to display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer);
· to generate reports on our work, services and events;
· to safeguard our staff and volunteers;
· to conduct due diligence and ethical screening;
· to monitor website use to identify visitor location, guard against disruptive use, monitor website traffic and/or personalise information which is presented to you;
· to process your application for a job or volunteering position;
· to conduct training and quality control;
· to audit and administer our accounts;
· to meet our legal obligations, for instance to perform contracts between you and us, or our obligations to regulators, government and/or law enforcement bodies;
· to carry out fraud prevention and money laundering checks;
· to undertake credit risk reduction activities; and/or
· to establish, defend or enforce legal claims.
We may occasionally send you information about news and events we feel may be of interest to you. This will only come from us only if you have requested this information. You can ask to receive information from us at the point you provide information to us and you can also tell us later if you do not wish to hear further from us using email@example.com.
5. Who your information is shared with
If you undertake a sponsored challenge or other fundraising on our behalf using third party platforms other than JustGiving (for example Virgin Money Giving), we will respect the communication preferences you specify on that site.
If you have made a Gift Aid declaration, we will disclose the information you have provided as part of the declaration to HMRC for the purpose of reclaiming gift aid on your donation(s).
Oasis may analyse and disclose aggregate statistics about our site visitors, and donations in order to describe our services to prospective partners, other reputable third parties and for other lawful purposes, but these statistics will include no personally identifying information.
Oasis may disclose personal information if required to do so by law or if it believes in good faith that such action is required by law.
This site contains links to other sites. Oasis is not responsible for the privacy policies or the content of such sites.
By signing a Oasis petition you agree to Oasis including your name in the presentation of a petition to the Government. Once the petition has been passed to the Government, Oasis will have no control over the purposes for, or manner in which the information contained in it is used by the Government. Your email address will not be shared and will only be used by Oasis for the purposes of keeping you updated with news if you have opted in to receive this information.
6. How long we keep your information for
We will only keep your information for a long as is reasonable and necessary for the relevant activity, which may be to fulfil our statutory obligations (for example the collection of Gift Aid).
7. How we keep your information safe
Oasis places a great importance on the security of your information. We have physical, technical and organisational security measures in place to attempt to protect against the improper access, loss, misuse and alteration of personal data under our control (for example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to personal information). Information you submit via this website is sent to a computer located in the United Kingdom.
If you have given us the relevant permission to do so, we may send communications to you via email. Email is not a fully secure means of communications and whilst we do our utmost to keep our systems and communications protected we cannot guarantee this. If you prefer not to receive emails from us you are under no obligation to do so.
Our websites may contain links to other sites. While we try to link only to sites that share our high standards and respect for privacy, we are not responsible for the content or the privacy practices employed by other sites. Please be aware that advertisers or Web sites that have links on our site may collect personally identifiable information about you. This privacy statement does not cover the information practices of those websites or advertisers.
Any debit or credit card details which we receive on our website are directed to and processed by JustGiving. JustGiving in the UK/EU is a service provided by Giving.com Limited, an entity established under the laws of England and Wales. You can contact JustGiving via firstname.lastname@example.org or by writing to JustGiving, 2nd Floor, Blue Fin Building, 110 Southwark Street, London, SE1 0TA.
8. Legal basis for using your information
According to data protection laws each use we make of personal information must have a “legal basis”. The relevant legal bases are set out in the General Data Protection Regulation (EU Regulation 2016/679) and in current UK data protection legislation. For the data processing activities described in this policy we rely on the following bases:
Consent is given where we ask you for permission to use your information in a specific way, and you agree to this (for example when we send you marketing material via post, phone, text or e-mail). Where we use your information for a purpose based on consent, you have the right to withdraw consent for this purpose at any time.
We have a basis to use your personal information where we need to do so to comply with one of our legal or regulatory obligations. For example, in some cases we may need to share your information with our various regulators such as the Charity Commission, Fundraising Regulator or Information Commissioner, or to use information we collect about you for due diligence or ethical screening purposes.
Performance of a contract / take steps at your request to prepare for entry into a contract
We have a basis to use your personal information where we are entering into a contract with you or performing our obligations under that contract. Examples of this would be if you are buying something from us, or applying to work/volunteer with us, or providing a service to us.
We have a basis to use your personal information where it is necessary for us to protect life or health. For instance if there were to be an emergency impacting individuals at one of our events, or a safeguarding issue which required us to contact people unexpectedly or share their information with emergency services.
We have a basis to use your personal information if it is reasonably necessary for us (or others) to do so and in our/their “legitimate interests” (provided that what the information is used for is fair and does not unduly impact your rights).
Oasis considers our legitimate interests to include all of the day-to-day activities carried out with personal information for the purposes of the running of a charity.
We only rely on legitimate interests where we consider that any potential impact on you (positive and negative), how intrusive it is from a privacy perspective and your rights under data protection laws do not override our (or others’) interests in us using your information in this way.
When we use sensitive personal information (please see the “What personal information we collect” section above), we require an additional legal basis to do so under data protection laws, so will either do so on the basis of your explicit consent or another route available to us at law for using this type of information (for example if you have made the information manifestly public, we need to process it for employment, social security or social protection law purposes, your vital interests, or, in some cases, if it is in the public interest for us to do so).
9. Your Rights
You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by using the contact details above. You can also make a complaint to to the data protection supervisory authority, the Information Commissioner’s Office, https://ico.org.uk/:
· Access to your personal information: You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing, and provide us with evidence of your identity.
· Right to object: You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes. Please contact us as noted above, providing details of your objection.
· Consent: If you have given us your consent to use personal information (for example, for marketing), you can withdraw your consent at any time.
· Rectification: You can ask us to change or complete any inaccurate or incomplete personal information held about you.
· Erasure: You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it.
· Portability: You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.
· Restriction: You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.
· No automated-decision making: Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention. You have the right not to be subject to automated decisions that will create legal effects or have a similar significant impact on you, unless you have given us your consent, it is necessary for a contract between you and us or is otherwise permitted by law. You also have certain rights to challenge decisions made about you. We do not currently carry out any automated decision-making.
Please note, some of these rights only apply in certain circumstances and we may not be able to fulfil every request.
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· Estimate our visitor size and patterns
· Better understand visitor preferences and to improve and update our website
www.oasisdaservice.org.uk inhabits both Google Analytics cookies and those set in the site build which are used to gain information to improve end users experiences and interactions with the Oasis site.
Google sets cookies in order to evaluate the use a site. Cookies 1-4 listed in the table below are used by Google Analytics to distinguish between user sessions and to acquire information needed to form your Google Analytic reports.
This cookie is written to the browser on a user’s first visit to the site
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Cookies used by Oasis are not present to gather and use personally identifiable information from its users. The cookies we use are necessary for site functionality, some of the cookies in place will improve your interactions with the site or provide us with data which will enable us to do so.
It is possible for you to stop or restrict the cookies set by Oasis by changing your browsers settings, however this might possibly affect the functionality of the site.
For more data on Cookies visit www.aboutcookies.org. In addition to detailing extensive information on cookies this site also provides explanations on how to disable cookies on your computer