WHO WE ARE
Oxfordshire Homeless Movement (OHM) is a registered charity (CIO no: 1200483). We work in partnership with public, private and many other charitable organisations aiming to tackle the problem of rough sleeping and homelessness across Oxfordshire.
We take protecting your personal data very seriously and will ensure that any data you decide to share with us will be processed in a fair and lawful manner.
How we look after your data
In accordance with the General Data Protection Regulation (GDPR), this data privacy notice keeps you fully informed about the types of data we process about you, the reasons for processing your data and your rights regarding your data.
Data Protection Principles
Under GDPR, all personal data obtained and held by us must be processed according to a set of core principles:
processing is fair, lawful and transparent
data is collected for specific, explicit, and legitimate purposes
data collected is adequate, relevant and limited to what is necessary for the purposes of processing
data is kept accurate and up to date. Data which is found to be inaccurate will be rectified or erased without delay
data is not kept for longer than is necessary for its given purpose
data is processed in a manner that ensures appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage by using appropriate technical or organisation measures
HOW WE COLLECT INFORMATION ABOUT YOU
We collect information in the following ways:
When you give it to us directly
We collect the personal data that you provide to us on this website. This is your name and email address when using Get in Touch, plus your postcode when you Sign the Charter.
You may also give us your information in order to sign up for an OHM event, tell us your story, make a donation, or communicate with us.
Your activities and involvement with OHM may result in personal data being created. This could include details of how you’ve supported us by volunteering or being involved with our campaigns or events. We may also collect details of your interests and preferences (such as the ways you support us or types of causes you care about).
When you give it to us indirectly
Legitimate Interest is a lawful reason to use or process your personal information. We use legitimate interest as a reason to process information on the organisations and their contacts featured on our website or who we work closely with. We will not use your personal data for activities where our organisational interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
When it is available publicly
We may combine information you provide to us with information available from external sources in order to gain a better understanding of our supporters to improve our services and activities. We may conduct research and analysis on the information we hold, which can in turn generate personal data. For example, by analysing your interests and involvement with our work, we may be able to build a profile that helps us decide which of our communications are likely to interest you.
Depending on your settings or the privacy policies for social media and messaging services like Facebook, Whatsapp or Twitter, you might give us permission to access information from those accounts or services, such as your location or engagement with posts online.
When we collect it as you use our website
Like most websites, we use "cookies" to help us make our site - and the way you use it - better.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added, and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
In addition, the type of device you are using to access our website and the settings on that device may provide us with information about your device. Your device manufacturer or operating system provider will have more details about what information your device makes available to us. We use Google Analytics to track visits to our website (e.g. which pages are visited the most), but this is not linked with any personal information collected.
HOW DO WE USE YOUR INFORMATION?
If you use Get in Touch, we will only use your information to respond to your query and if you Sign the Charter, we will only use your information for analytical purposes. If you check the box to receive updates from OHM, we will use your contact details to send you information about our work.
Occasionally, this may include information from partner organisations or organisations who support us. Information on how to opt out of these updates will be included in all messages.
If you support us, by making a donation, we will normally collect your name, contact details, relevant organisations to which you are connected and how you found out about us. We will mainly use your data to administer your donation, reclaim any gift aid, and to keep a record of your relationship with us.
If you attend an event we run, your contact details will be stored as a record of your support. If we run an event in partnership with another named organisation, your details may need to be shared. We will be very clear what will happen to your data when you register.
Sharing your story
Some people choose to tell us about their experiences. This may include sharing sensitive information related to their personal life, in addition to their biographical and contact information.
If we have the explicit and informed consent of the individuals, or their parent or guardian if they are under 18, this information may be made public by us at events and in online or printed materials promoting our work.
We may also collect and retain your information if you send feedback about our services or make a complaint.
WHO WE SHARE YOUR DATA WITH
We will never sell or share your personal information with organisations so that they can contact you for any marketing activities. Equally, we would never sell any information to other organisations about your web browsing activity. We will only share data collected for the charter signers anonymously, unless people "opt in" to be kept up to date.
How we keep your data safe
We ensure that there are appropriate technical controls in place to protect your personal details. Our online forms are always encrypted, and our IT network is protected and routinely monitored. Personal data given to receive updates from us is managed through the Salesforce CRM system, a well-reputed system with its own built-in security measures.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and volunteers.
The data processor is a UK based company and the data is held on servers and does not leave the UK.
Keeping your information up to date
We really appreciate it if you let us know if your contact details change.
We only keep your data for as long as we need it for, depending on the relevant activity. Some data retention periods are set by the law. You can ask for a copy of the OHM Data Retention Schedule at any time by emailing firstname.lastname@example.org.
If you decide not to support OHM any longer, or request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
It’s very important to us that you understand what your rights are in respect to how we process your data. You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it to us for (e.g. registering you for an event, processing a donation or keeping our website up to date) we will do so. Contact email@example.com if you have any concerns.
You have a right to ask for a copy of the information we hold about you, although a small fee may be payable to cover the costs involved. If there are any discrepancies in the information we provide, please let us know and we will correct them.
If you want to access your information, send a description of the information you want to see and proof of your identity by post to Oxfordshire Homeless Movement, PO Box 941, Oxford OX1 9TQ. We do not accept these requests by email so we can ensure that we only provide personal data to the right person.
If you have any questions please send these to firstname.lastname@example.org.
CHANGES TO THIS POLICY
Please note that this policy was originally created in July 2019 and last updated January 2023 when OHM became a charity and the sole data controller.