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OCMS Privacy Notice

There are two categories of people who receive mailings from us:

  • Friends of OCMS (subscribers);
  • Former Staff & Volunteers, Alumni, Donors, and Board members

Friends of OCMS: thank you for asking to join our mailing list. OCMS is committed to protecting your privacy and to meeting our data protection obligations.  This privacy notice is intended to give you an understanding of how and why we use the information you provide to us via our website and otherwise. 

On the Friends of OCMS form many of you filled out, you are asked to provide your name, title, address, email and/or phone number in order to receive the mailings you have chosen and consented to receive.

We believe that we have a legitimate interest in contacting you should we need to check your contact details or mailing preferences or to respond to any other communication we receive from you, whether directly or via our website(s).

It is your responsibility to inform us of any changes in your contact details so that we can maintain accurate records and continue to support your mailing preferences.

Former Staff & Volunteers, Alumni, Donors, and Board members: As formerly or currently closely connected with the Centre, we believe that we have a legitimate interest in contacting you for the following reasons:

  • with the mailings you have indicated you would like to receive; and/or
  • in order to check your current contact details or mailing preferences; and/or
  • to respond to any other communication we receive from you, whether directly or via our website(s).

When you became a member of staff, volunteer, student, or Board Member you were added to our database. The following data is still stored on our database, which is used to process our regular mailings:

  • Former Staff and Volunteers: database number, title, name, address, telephone, email, date of birth, gender, marital status, nationality, ethnicity, a log of communications between us and the type of contact you have requested.
  • Alumni: the same data as for staff, including courses undertaken with dates of induction, registration, transfer points, thesis submission, awards received, mode of course delivery, excluding role and dates of employment.
  • Board members: database number, title, name, address, telephone, email, date of birth, gender, a log of communications between us and the type of contact you have requested.

Whilst we make every effort to maintain accurate records, it is your responsibility to inform us of any changes in your contact details so that we can maintain accurate records and continue to support your mailing preferences.


Data Controller: OCMS, St Philip & St James Church, Woodstock Rd, Oxford OX2 6HR, UK

The Centre is committed to protecting your privacy and to meeting our data protection obligations.  This privacy notice is intended to give you an understanding of how and why we use the information you provide to us via our website and otherwise. 

Who has access to your data?

Centre Staff: The Development Officer has primary responsibility for processing your data by keeping your contact details up to date and facilitating the submission of your mailing preferences. In order to contact you about special events or fundraising, other Centre administrative staff also have access to this data, as does the IT department when they are required to provide technical support in order to fulfil their roles and responsibilities.
Third Parties: We will never sell, distribute, or lease your personal information to third parties. However, those providing technical support may have access to your name and contact details. All third parties are obliged to be compliant with data protection legislation. Third parties who may have access to your data include:

  1. IT Support: Our external IT support are also able to access your personal data if it is stored on our network. They are only able to access this for technical support and at our request and are legally bound not to breach anyone’s privacy in performing their duties.
  2. Internet Facilitators: When you browse or use our website to contact us, by default your computing device will also send information to us, such as your IP address and other device specific information in order to enable the website to function as it should. Cookies enable us to improve the usability of our website. Please see how we use cookies, lower down this page. Please note that when you send an email to us, it is transmitted from server to server as it crosses the Internet. Along the way, server administrators can read what you send and we cannot ensure or guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred.
  3. Payment facilitators: Subscribers who choose to donate or make a payment to the Centre of any kind should also know that WorldPay, PayPal, and Stewardship provide the means for us to accept and process card payments where the cardholder is not present. For more information, please see their websites:
     
    https://www.worldpay.com/uk/privacy-policy 
    https://www.paypal.com/uk/webapps/mpp/ua/privacy-prev
    https://secure.stewardship.org.uk/ancillary/Privacy.aspx

How does the Centre protect data?

The Centre takes the security of your data seriously. It has internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties. We use a secure server for computer files and only permit access to our website using secure connections. We also encrypt all personal data held digitally. When we store paper records, they are always kept in locked cabinets or rooms which are locked when unoccupied, with access only available to those who need to do so.

The Centre will not transfer data outside the European Economic Area, except where subscribers have provided us with contact details outside the EEA.

Breaches of security: If for some reason we experience a breach in our security, we will fulfil our legal obligation to inform the data protection supervisory authority, The UK Information Commissioner’s Office (ICO) within 72 hours. We will inform you if there is a possibility that you might have been or you have been harmed by any breach.

How long does the Centre keep data?

We keep your data until you unsubscribe. Please allow at least one month for this request to affect all mailings.

Other communications from subscribers are deleted when we have sent a response. Data contained in requests which require forwarding to a specific department are kept according to that department’s privacy notice and according to our Data Disposal Schedule. 

You have the choice whether to give us permanent consent to receive our regular mailings or to be contacted every two years to be asked whether you wish to renew your consent. In either event, you may withdraw your consent or amend your mailing preferences at any time by clicking unsubscribe in our emails to you or by contacting us directly.

What are your rights?

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

  • access and obtain a copy of the information we hold about you, on request;
  • require the Centre to change incorrect or incomplete data;
  • require the Centre 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 the Centre is relying on its legitimate interests as the legal ground for processing.

If you would like to exercise any of these rights, or otherwise complain about the way we are processing your data, please contact us by calling 01865 556071, emailing us at dpo@ocms.ac.uk. We will make every effort to respond to you within 7 days and within no later than 30 days. If you believe that the Centre has not complied with your data protection rights, you can complain to the data protection supervisory authority, the UK Information Commissioner’s Office (ICO) who can be contacted at https://ico.org.uk/concerns/handling

Notice Review: This notice is effective from May 2018. We will review it regularly and will update it when necessary, so please check back from time to time.
 

Cookies are small pieces of text used by a Web server to facilitate the communication between itself and an end-user's browser. They are stored on the end-user's computer and the browser passes them to the Web server each time that the browser requests a page. They are not harmful in themselves but EU legislation requires that site owners inform their users of the purpose of all cookies that are set by their site so that users may give their informed consent to their use. By continuing to browse the OCMS site you are giving your implied consent to the following cookies:

Session ID cookie

OCMS_sessid - this is a randomly generated set of numbers and characters, which is used to identify the user as a single user as he or she moves from one page to the next on the site. No personally identifiable information is involved. Its main use is for the analysis of usage information (pages visited in a single visit, referring pages, browser version etc), although we also use Google Analytics for this (see below). The session ID is also used to identify individual transactions on our Giving page, once the user clicks the "Continue" button. Session cookies are deleted when you close your browser.

Google Analytics

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We use Google Analytics to help us understand how our site is used: which pages are popular, which sites "refer" people to our site, which browsers we must support, which countries our users are in. All of this information can be retrieved from what your browser sends to the Web server but none of it is personally identifiable. We use Google Analytics - a third party online - to help us understand this information. An overview of Google privacy policy can be found here: http://www.google.co.uk/intl/en/analytics/privacyoverview.html

Cookie preference cookie

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Your acceptance of our cookies is implied by your use of the site. We must therefore show a clear message that this is the case to all new users of the site. If you do not want to see the cookie warning message every time you visit the site, we must set a cookie on your computer to show that you have made this choice, otherwise your browser will appear to be a new user.

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- Oxford Centre for Mission Studies

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