Privacy Policy

Oasis Community Partnerships Privacy Notice
 
1. Introduction
At Oasis Community Partnerships, we believe in open, honest and healthy relationships.  It is this belief, along with compliance to the law, which shapes the way we communicate with people and manage personal data.
 
We are committed to protecting the privacy of the individuals whose data we process and to undertake all data processing in a lawful, open and transparent way. We aim to ensure that any information you give us is held securely and safely. 
 
Oasis Community Partnerships is part of the Oasis family of charities in the UK and operates a number of wholly owned subsidiaries located around the country; we call them Oasis Community Hubs – they are our local community transformation charities and are listed below. The community Hubs support the efficient local delivery of our community work and their activities are also covered by this privacy notice.
 
Oasis Community Hubs
Oasis Community Hub: Ashburton Park
Oasis Community Hub: Foundry and Boulton
Oasis Community Hub: Hadley
Oasis Community Hub: Henderson Avenue
Oasis Community Hub: Hobmoor
Oasis Lord’s Hill
Oasis Community Hub: Mayfield
Oasis Community Hub: MediaCityUK
Mulberry Bush (Coulsdon) Ltd
Oasis Community Hub: North Bristol
Oasis Community Hub: Oldham
Oasis Community Hub: South Bristol
Oasis UK Trading Ltd
Oasis Community Hub: Waterloo
Oasis Community Hub: Wintringham
 
For further information about how Oasis Community Partnerships processes personal data, to discuss anything in this privacy notice or to request access to your personal information, please contact our Data Protection Lead named below or contact any Oasis Community Hub directly:
 
 
Kat Simmonds
National Data Protection Lead
Oasis Community Partnerships
1 Kennington Road
London
SE1 7QP
020 7921 4200
 
Oasis Community Partnerships is a registered controller with the Information Commissioner’s Office.  
 
2. What information will you collect and how will you use it?
There are two main reasons that we will use your personal information 
i) If you’re an Oasis supporter – to help us effectively carry out our charitable activities, through your involvement in our campaigns and events or to help us raise funds to carry out our work around the UK.
 
ii) If you’re a service user in one of our Oasis Community Hubs – to provide effective charitable community services including youth and children’s work, community empowerment programmes, advice and support services, housing projects, chaplaincy or church and health & wellbeing schemes. 
We will always endeavour to be clear, honest and transparent with you whenever we collect and use your personal data. The following summary sets out the different reasons why we may collect and use your data. We may not use your personal information for all of these purposes – it will depend on the nature of your relationship with us, and how you interact with Oasis Community Partnerships and our Oasis Community Hubs.
1. Fundraising, campaigning and marketing: Please see the specific section below for detail of this use. 
 
2. Provision of charitable community activities to service users: Delivery of our charitable community activities may require the recording of our users contact details, their eligibility for our charitable services, records of financial transactions and communications.
 
The categories of service user information that we collect, process, hold and share include:
 
Personal information of both users and parents/carers/next of kin (such as name, address, email address, phone number)
Special characteristics (such as ethnicity, language, nationality)
Health information (such as allergies, health and safety information)
Safeguarding information
Specific detailed information for targeted services (such as financial information as part of our debt advice centre)
Records of progress as a result of service use (such as impact data, information on progress/achievements, specific service notes)  
Attendance information (such as number of sessions attended)
Bahavioural information (such as incident records)
We use this data to:
Ensure effective and quality community services can be offered
Ensure appropriate eligibility for a particular services 
Monitor and report on user and/or service progress
Provide appropriate pastoral care to users
Safeguard individuals from harm
Communicate with parents/carers/next of kin in the case of an incident or emergency
Communicate with service users around access to and use of a particular service
Comply with the law
 
3. Management of volunteers: If you are one of our valued volunteers, we will need to use your personal information to manage your volunteering activities, deliver training, involve and update you on our projects and campaigns (we will ask for your explicit consent in the case of marketing) and to ensure your safety. 
The categories of volunteer information that we collect, process, hold and share include:
Personal information (such as name, address, email address)
Special characteristics (such as gender, age, ethnic group)
Volunteer agreement information (such as start dates, hours worked, post, role)
Qualifications (where relevant)
Additional personal information (such as next of kin)
We use volunteer data to:
Inform our volunteer recruitment policies
Inform the development of our volunteer training
Enable the effective protection of the health, safety and wellbeing of individuals
Comply with the law (where relevant) 
Communicate with the volunteer around the detail of the volunteering opportunity
4. Staff administration: Oasis Community Partnerships employs a number of staff in the UK, who are crucial to both delivering our community programmes as well as providing a range of professional and technical support services. We process the personal information of our employees for recruitment, staff administration, remuneration, pensions and performance management purposes.
The categories of employee information that we collect, process, hold and share include:
Personal information (such as name, address, email address)
Special characteristics (such as gender, age, ethnic group)
Contract information (such as start dates, hours worked, post, role, salary information)
Work absence information (such as number of absences and reasons)
Qualifications
Additional personal information (such as next of kin)
Information relating to evaluation of work performance 
Payroll details including bank account information
We use employee data to:
Enable the development of a comprehensive picture of the workforce and how it is deployed 
Inform our volunteer recruitment and retention policies
Inform the development of our Continuing Professional Development programmes
Enable individuals to be paid
Meet statutory reporting obligations including to HMRC
Enable the effective protection of the health, safety and wellbeing of individuals
Conduct planning, budgeting and related activities
Comply with the law (where relevant) 
 
3. What is your lawful basis for using my data?
We collect and use personal data under General Data Protection Regulation (GDPR). We must have a lawful basis to collect and use your personal data. The law allows six legitimate purposes which organisations can rely on to legally process people’s personal data. Four of them are particularly relevant to our organisation: 
Consent – Article 6 – 1 (a): the data subject has given consent to the processing of his or her personal data for one or more specific purposes
Contractual relationship – Article 6 – 1 (b): processing necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
Legal obligation – Article 6 – 1 (c): processing is necessary for compliance with a legal obligation to which the controller is subject
Legitimate interest – Article 6 – 1 (f): processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
For further information on legitimate interest, see below.
4. What is Legitimate Interest?
There will be people that Oasis Community Partnerships or individual Oasis Community Hubs feel they have legitimate interest to store the personal information of and make direct contact with. These people will usually fall into either or both of the following categories:
People who in their professional of voluntary role would expect to hear from Oasis Community Partnerships (examples: CSR managers, church mission coordinators, trust managers)
 
People who have a role in public life in life where we feel that there is a societal interest in Oasis  Community Partnerships making contact (examples: MPs, Local Authority staff, Police Commissioners, faith leaders, key members of local voluntary groups and referral agencies)
 
Before we contact anyone under the basis of legitimate interest we will conduct an internal assessment to be sure we are within our rights to do so.
 
5. What about fundraising, campaigning and marketing?
Like all major charities, we have a range of fundraising and marketing activities that are designed to raise income or promote the aims and objectives of the charity. We use a range of marketing activities and channels such as direct marketing and face-to-face activity, advertising (print, broadcast and digital) and public relations for marketing, fundraising, and income generation. This may include talking to you about specific appeals, promoting ongoing campaigns in which you can play an active role, competitions, commercial trading activities, sponsorships, events or volunteering opportunities. We may also ask if you are able and prepared to Gift Aid any of your donations.
 
There are three main ways in which you might give us your personal data and at the same time may also wish to hear from us about our fundraising, campaigning and other marketing activities:
 
By signing up to one of our mailing lists
Giving us money
Buying a product, signing up to a course or using one of our community services
 
Let’s unpack these three in more detail.
 
Signing up to one of our mailing lists
 
This is pretty straightforward.  If you opt to sign up to one of our mailing lists, we’ll ask for your contact detail and then ask you to take a ‘positive action’ to show that you consent to us contacting you.  Usually this will be through ticking a box, although we can take verbal consent so long as we’re really sure you want to hear from us.  We’ll assume that you’re happy for us to contact you using the details you give us. You may choose to sign up to a local Oasis Community Hub mailing list or a national Oasis Community Partnerships mailing list – we’ll make it really clear what we’re going to communicate with you about before you have the choice to sign up. 
 
At that point you’ll be added to the relevant mailing list and will receive updates, newsletters, appeals and information on campaigns around the relevant topic.  In all these communications they’ll be opt out and unsubscribe options.  However, if we haven’t engaged with us in any way after five years we’ll ask you if you still want to hear from us and if we don’t hear anything, we’ll take you off the mailing lists.
 
Giving us money
 
As a charity dependent on generous donations we can’t express how grateful we are to the people that give us money.  We endeavour to be hugely respectful and careful with any data you give us in this process.
 
If you donate money to us, we figure you may want to hear news from us.  So when you donate online, we’ll give you the chance to sign up to one of our mailing lists – but you don’t have to take it.
 
If you don’t sign up to a mailing list we will only contact you around matters relating to your donation.  We will keep your details recorded for six years.  We have to do this in order to satisfy legal requirements.  After this time has expired we’ll delete your details unless we have your consent to keep them.
 
Buying a product, signing up to a course or using one of our community services
 
When you buy a product, sign up to a course or use one of our community services, we may give you the chance to sign up to one of our mailing lists (or of course, you may already have signed up to one).  But you don’t have to do so.
 
If you are not signed up to one of our mailing lists, we will only use your information to contact you for something transactional about that product (i.e. delivery status), course (i.e. instructions on how to get to the venue) or community services (i.e. details on how to get involved).
6. What happens if I withdraw my consent?
If you get in touch with us to say you want to withdraw your consent for us to hold and process your data for marketing purposes, we’ll immediately remove you from all the mailing lists you’re currently subscribed to.
We’ll then do an internal trawl to find out exactly what data we hold on you across the organsiations listed in the introduction of this privacy notice.
As a general rule, we’ll delete all that information. The only exceptions are if we have legal necessity to retain your data. This will usually be because:
You have made a donation and we need to maintain your details for six year to satisfy legal requirements
We have another lawful reason for needing to retain your data. However, we certainly wouldn’t send you any more fundraising communications of news about anything else
 
7. Will you share my data with anyone?
Oasis Community Partnerships will never sell your data or swap it with other charities or organisations for the purposes of their own marketing.  
We do however, if necessary share user information with:
- Within Oasis Community Partnerships and our Oasis Community Hubs
 
- Oasis Community Learning (our sister Multi-Academy Trust)
 
- Oasis Charitable Trust (our parent trust) – this largely relates to staff HR details and financial information processed by the OCT HR and finance teams 
 
- Specific local charity/community partners – where we are delivering a service in partnership with others 
 
- Specific local statutory agencies e.g. Police, NHS a Local Authority  – where we are delivering a service in partnership with these particular agencies or we need to make a referral to comply with the law
See the supplementary section at the end of this document for specific detail around data sharing in this particular Oasis Community Hub. It will detail the third parties that we share data with in this Hub.
 
In all instances, we have agreements with third-party agencies and suppliers to ensure that your personal data is protected and is only used for the specific purposes that we direct. Our Community Hubs and Oasis Community Partnerships only make use of selected third-party services to process data on our behalf in accordance with our policies.
 
There are some third party suppliers that we may need to give your personal data to if we’re going to be communicating with you.  For example, if you sign up to one of our Community Hub newsletters, we’ll likely use MailChimp (you may want to read their privacy policy too). Again, we have really good arrangements in place with third party suppliers to ensure your data is protected. 
 
We may share user information with other third parties if we are legally obligated to, if we have specific consent to do so or where we need to to fulfil the service we are providing to you (we’ll make it really clear when we are sharing information in this way).  
 
8. How long will you store my data? 
We securely hold your data as outlined within the Oasis Data Retention Policy, Oasis Information Security Policy and Oasis Data Protection Policy. 
 
The length of time each category of data will be retained will vary on how long we need to process it, the reason it is collected, and in line with any statutory requirements. After this point the data will either be deleted or rendered anonymous.
 
Please find below a list of some of our key data retention periods:
Hub Activity Referral Forms – for the duration of the project
Hub Activity registration forms – Date of Birth + 25 years or 10 years after last contact
Hub Activity Attendance registers – 10 years
Safeguarding information relating to children – Date of Birth + 25 years
Safeguarding information relating to vulnerable adults – 75 years
Volunteer Records – Date of Leaving + 6 years
Accident Books – 3 years
Financial Information – 6 years
 
For further information on Oasis Community Partnerships data retention (including the table for all our retention periods), please see the Oasis Data Retention Policy. Please use the contact information provided earlier in this document to obtain copies of this and other related policies. 
 
9. What are my data protection rights?
Where Oasis Community Partnerships is using your personal information on the basis of your consent, you have the right to withdraw that consent at any time. You also have the right to ask us to stop using your personal information for direct marketing purposes. 
Under data protection legislation, anyone we hold information about has the right to request access to, and see information about, their data. To make a request for access to your personal information, contact your Oasis Community Hub or you can contact the Oasis Community Partnerships Data Protection Lead:
Kat Simmonds
National Data Protection Lead
Oasis Community Partnerships
1 Kennington Road
London
SE1 7QP
020 7921 4200
 
You also have the right to:
- Object to processing of personal data that is likely to cause, or is causing, damage or distress
- Prevent processing for the purposes of direct marketing
- Object to decisions being taken by automated means
- In certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- Claim compensation for damages caused by a breach of the Data Protection regulations
 
10. What about cookies and IP addresses?
In terms of IP addresses, all of our websites do track and store these.  We need to for security reasons.  However, we make sure that our web hosting company regularly delete these.
 
Our websites do use Cookies.  It makes the browsing experience much better for you.  You need to agree to the policy before browsing the site.
 
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
 
We do not identify you through the use of cookies or information sent by your computer except where you have asked us to remember your details. We may attempt to track your usage of the site to enable us to review anonymous web statistics – that just gives us a sense of how good a job our site is doing in terms of interesting people in our story and content.
 
Most browsers allow you to refuse to accept cookies. For example:
 
(a) in Internet Explorer (version 9) you can block cookies using the cookie handling override settings available by clicking “Tools”, “Internet Options”, “Privacy” and then “Advanced”; 
(b) in Firefox (version 16) you can block all cookies by clicking “Tools”, “Options”, “Privacy”, selecting “Use custom settings for history” from the drop-down menu, and unticking “Accept cookies from sites”; and
(c) in Chrome (version 23), you can block all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Content settings”, and then selecting “Block sites from setting any data” under the “Cookies” heading.
 
Blocking all cookies will, however, have a negative impact upon the usability of many websites. If you block cookies, you will not be able to use all the features on this website, including but not limited to making donations.
 
Deleting cookies
You can also delete cookies already stored on your computer. For example:
 
(a) in Internet Explorer (version 9), you must manually delete cookie files (you can find instructions for doing so at http://support.microsoft.com/kb/278835); 
(b) in Firefox (version 16), you can delete cookies by clicking “Tools”, “Options”, “Privacy” and then “Show Cookies”, and then clicking “Remove All Cookies”;
(c) in Chrome (version 23), you can delete all cookies by accessing the “Customise and control” menu, and clicking “Settings”, “Show advanced settings” and “Clear browsing data”, and then selecting “Delete cookies and other site and plug-in data” before clicking “Clear browsing data”.
 
Again, doing this may have a negative impact on the usability of our website.
 
11. How do I keep up to date about changes to the privacy notice? 
Thanks for reading this! From time to time, we will make changes to this privacy notice to keep it up to data and relevant. Please make sure you check regularly to see what’s changed. If ever we make significant changes to this policy we’ll get back in touch to check you’re happy.
 
12. What can I do if I’m not happy?
In the first instance, please talk to us directly so we can help resolve any problem or query. You can contact our Data Protection Lead by emailing ocp@oasisuk.org or writing to the address below.
 
Kat Simmonds
National Data Protection Lead
Oasis Community Partnerships
1 Kennington Road
London
SE1 7QP
020 7921 4200
 
Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/ or via their helpline on 0303 123 1113.