How do we treat the information we gather ?
The Oaks Centre is operated by a registered charity. This policy applies to information collected on this website and information that you submit to us either in person, via the telephone, or in writing. We are the Data Controller of personal information that this policy applies to under the Data Protection Act 1998.
Data Protection Principles
The Data Protection Act 1998 establishes eight enforceable principles that must be adhered to at all times :-
- Personal data shall be processed fairly and lawfully
- Personal data shall be obtained only for one or more specified and lawful purposes
- Personal data shall be adequate, relevant and not excessive
- Personal data shall be accurate and where necessary, kept up to date
- Personal data processed for any purpose shall not be kept for longer than is necessary for that purpose or those purposes
- Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998
- Personal data shall be kept secure i.e. protected by an appropriate degree of security
- Personal data shall not be transferred to a country or territory outside the European Economic Area, unless that country or territory ensures an adequate level of data protection.
Maintaining these Principles
The Centre is committed to maintaining the above principles at all times. Therefore, the Centre will :-
- Inform individuals why the information is being collected when it is collected (for example when applying for a position within the organisation, taking references, DBS checks)
- Inform individuals when their information is shared, and why and with whom it was shared (For example there may be occasions when information may need to be shared with the Oaks Management Group, PCC or Diocese)
- Regularly check the quality and the accuracy of the information it holds (at least annually during individual review/ appraisal meetings or sooner if notified of changed circumstances)
- Ensure that information is not retained for longer than is necessary. Obsolete information is manually or electronically shredded
- Ensure that when obsolete information is destroyed that it is done so appropriately and securely
- Ensure that clear and robust safeguards are in place to protect personal information from loss, theft and unauthorised disclosure, irrespective of the format in which it is recorded. Paper documents are retained in a locked filing cabinet in the manager’s office. Electronic records are password protected
- Share information with others only when it is legally appropriate to do so (for example when consent has been given or when legally obliged to do so in instances regarding child protection)
- Set out procedures to ensure compliance with the duty to respond to requests for access to personal information, known as Subject Access Requests
What do we collect and process information for ?
We only collect information about you that :-
- Fulfills our charitable duties including the collection and delivery of goods
- Lets us contact you if we need to
- Lets us give you accurate local information if you need it
- Shows us how you are using the site, so we can keep improving it
- Helps us understand why you support our work, so we can better meet your needs and find more people like you
- Helps us make the site work better for you
We process personal information to enable us to :-
- Provide a voluntary service for the benefit of the public in a particular geographic area, as specified in our constitution
- Administer membership records
- Fundraise and promote the interests of the charity
- Manage our employees and volunteers
- Maintain our own accounts and records
Parts of the website may ask you for more information so that you can use services or complete transactions. You’ll always be told when this information is being collected. In many cases you’ll be asked to enter it – for example, an email address for correspondence. This information will only be used for the purposes stated.
What information do we collect ?
We collect the following information from people visiting the website :-
- Questions, queries and feedback you leave, including your email address if you send us email
- Your IP address and which web browser (and version) you use
- Information on how people use the site, using cookies and page tagging, to help us improve the website and our services
- If you send us feedback, your message will be kept
What are cookies ?
Like most websites, our site uses small data files stored on your computer called cookies. Please read our cookies policy, which explains the types of information we collect through the use of cookies and how you can manage their use.
How do we store your personal data ?
All information you provide to us is stored securely. Payment transactions are encrypted.
The transmission of information over the internet is never completely secure. We willl do our best to protect your personal data, but cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. We use strict procedures and security features to try to prevent unauthorised access.
How do we use your information ?
Any information we collect is used to :-
- improve the content and design of the website
- let you use interactive features, when you choose to do so
- contact you, with your permission
We never share your information with other organisations for marketing, market research or commercial purposes, and we don’t pass on your personal information to any other website.
Use of postal addresses and phone numbers
If you give us your postal address or phone number or submit this information into any of online forms, we may use these details to contact you, unless you ask us not to. If you have given us your postal address or phone number and would prefer not to be contacted by these means, please email centremanager@the-oaks.org.uk.
Disclosure of your information
We may disclose your personal information :-
- if we are under a duty to disclose or share visitors’ personal data to comply with a legal obligation
- for law enforcement purposes
- to apply our terms of use and other agreements
Visitors’ rights
Under the Data Protection Act you have the right to :-
- ask us not to process your personal data
- see information we hold about you
- ask for inaccurate personal data to be corrected
For a copy of the personal information we hold about you, write to : The Data Protection Officer, The Oaks Centre, Stocks Lane, Penketh, Warrington, WA5 2QS.
When we are satisfied of your identity we will send you a copy of your personal information that we are legally required to disclose. We may ask you to pay a fee.
Please contact us at the same address if you believe that information we hold about you is inaccurate and want it to be corrected.
Links to and from our website
This site contains links to and from other organisations’ websites. This privacy policy (this one, which you are reading), only applies to the The Oaks Centre, Penketh website.
If you go to another website from this one, please also read their privacy policy to find out what it does with your information.
When you come to our website from another website, we may get personal information about you from the other website. Read those websites’ privacy policies if you want to know about this.
Changes to our privacy policy
As we continue improving our services, we may update this policy. Any changes we may make to our privacy policy in the future will be posted on this page.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioner’s Office (ICO).
