General Data Protection Regulations
Active Oxfordshire takes your privacy very seriously. Please read our Privacy Policy below carefully as it contains important information on how Active Oxfordshire collects, store and shares your personal information.
Active Oxfordshire Privacy Policy
Active Oxfordshire Privacy Notice
Active Oxfordshire understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our clients, staff, trustees, partner organisations, suppliers, and website visitors to www.activeoxfordshire.org ("out Site"). We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
Please read this Privacy Policy carefully and ensure that you understand it. If you have any questions, please contact us info@activeoxfordshire.org.
About Us
Active Oxfordshire is a charity, registered in England under 1179040. Our registered address is Marlborough House, 69 High Street, Kidlington, OX5 2DN. For the purposes of data protection, Active Oxfordshire is a Data Controller, we are registered with the UK's Information Commissioner's Officer, registration number ZA475209.
What Is Personal Data?
Personal data is defined by the UK GDPR and the Data Protection Act 2018 (collectively, "the Data Protection Legislation") as 'any information relating to an identifiable person who can be directly or indirectly identified by reference to an identifier'.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
What Are My Rights?
Under the Data Protection Legislation, you have the following rights, which we will always work to uphold:
- The right to be informed about ourcollection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions.
- The right to access the personal data we hold about you.
- The right to have your personal data rectified if any of your personal data held by usis inaccurate or incomplete.
- The right to be forgotten, i.e., the right to ask us to delete or otherwise dispose of any of your personal data that we hold.
- The right to restrict (i.e., prevent) the processing of your personal data.
- The right to object to us using your personal data for a particular purpose or purposes.
- The right to withdraw consent. This means that, if we are relying on your consent as the legal basis for using your personal data, you are free to withdraw that consent at any time. You can contact us on info@activeoxfordshire.org to withdraw your consent. To change your cookie consent settings by clicking here.
- The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.
For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided at the end of this privacy notice.
It is important that your personal data is kept accurate and up to date. If any of the personal data we hold about you changes, please keep us informed, we will update our records as quickly as possible.
Further information about your rights can also be obtained from the Information Commissioner's Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner's Office, which you can do by using think link. We would welcome the opportunity to resolve your concerns ourselves, however, please contact us first, using the details at the end of this privacy notice.
What Data Do You Collect and How?
We may collect and hold some or all the personal and non-personal data set out in the table below, using the methods also set out in the table.
Data Collected | How We Collect the Data |
Identity Information including name, photo, video imagery. | When you attend events with photographers / videographers. When you register to attend events or sign up to our newsletter. When you become a member of the South East MIND Network. |
Contact information including email address, postal address, mobile phone number, telephone number, | When you register to attend events or sign up to our newsletter. When you enquire about Go Active or Move Together. When you become a member of the South East MIND Network. When you apply for a job vacancy. When you member a Trustee. |
Business Information including organisation name, postal address, contact email address and telephone number. | When you become a partner organisation. When you supply goods / services to us. |
Profile information including date of birth, qualifications, education, work history. | When you apply for a job vacancy. When you member a Trustee. |
Technical Information including internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website. | From your use of our website either via a computer or mobile device, using cookies |
Special Categories of Personal data (for Move Together / Go Active Only) including Ethnicity, health data (such as physical and mental health, medical conditions, quality of life measures, physical activity records). Medications (if supplied via the Health Professional on a referral form). | When you enquire about the Go Active or Move Together programs. For full details please refer to the Move Together Privacy Policy). |
How Do You Use My Personal Data?
Under the Data Protection Legislation, we must always have a lawful basis for using personal data. The following table describes how we will use your personal data, and our lawful bases for doing so:
What We Do | What Data We Use | Our Lawful Basis |
To conduct online surveys. | Identity and Contact Information | Consent |
To keep in touch with our clients and members. | Identity and Contact Information | Legitimate Interest |
To refer you to a relevant Diabetes Team and / or Move Together District Co-ordinators in Oxfordshire | Identity, Contact Information and Profile Information. | Consent |
To record assessment data to monitor the impact of the support, guidance, and / or activity on the individual. | Contact Information, Special Category of Personal Data. | Explicit Consent |
To register you for an event (online or face to face) using Eventbrite. | Contact information | Consent |
To assess your application and / or CV as part of the recruitment process. | Identity, Contact Information, and Profile Information | Processing is necessary for the performance of a contract, to take steps to enter into a contract. |
To engage with coaching community when you sign up to our newsletter. | Contact Information | Consent. |
To inform partners of the latest news from Active Oxfordshire. | Contact Information | Consent. |
To keep our members informed on the latest news and developments from Active Oxfordshire | Contact Information | Consent. |
To promote events and / or activities that have been undertaken by Active Oxfordshire. | Identity. | Consent |
Enable professionals who are part of the South East MIND Network to collaborate. | Identity and Contact Information. | Processing is necessary for the performance of a contract, to take steps to enter into a contract. |
Providing and managing your access to OurSite. | Technical Data | Consent. |
Personalising and tailoring your experience on Our Site, including figuring out which language you speak, to more complex things like which ads you'll find most useful. | Technical Data. | Consent |
Collection, sharing and use of your personal data for personalization of ads. | Technical Data | Consent. |
We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us.
How Long Will You Keep My Personal Data?
Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfil the purposes outlined in this privacy policy or until you request that the Data be deleted.
How and Where Do You Store or Transfer My Personal Data?
We willstore some or all your personal data in countries outside of the UK and EEA. These are known as "third countries". We will take additional steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation as follows:
- We will only store or transfer personal data in or to countries that are deemed to provide an adequate level of protection for personal data. For further information about adequacy decisions and adequacy regulations, please refer to the Information Commissioner's Office.
The security of your personal data is essential to us, and to protect your data, we take several important measures, including the following:
- limiting access to your personal data to those, agents, contractors, and other third parties with a legitimate need to know and ensuring that they are subject to duties of confidentiality.
- procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner's Office where we are legally required to do so.
Do You Share My Personal Data?
We may sometimes contract with the following third parties to supply certain products and services.
Recipient | Activity Carried Out | Sector | Location |
Eventbrite | To register your interest in attending an online / in person event | IT / Event Management | United States |
Mailchimp | To manage the distribution of our newsletter | Email Marketing Software | United States |
Survey Monkey | To create and manage online (anonymous) surveys | Survey Management Software | United States |
Oxfordshire District Councils | Onward referrals for either the Go Active or Move Together programme | Government | United Kingdom |
Website host and design | To provide access to the Active Oxfordshire website | IT | United Kingdom |
Oxford Code Labs | Move Together / Go Active Platform software developer and system administrator. | Technology | UK |
Server and web services providers | Provide cloud-based server and web services to host the Move Together platform. | Technology | Europe |
Google Analytics, Google Adsense, Google DoubleClick | Used to send data to Google Analytics about your device and behaviour, and collect, share and use of your personal data for personalisation of ads. | Technology | Europe |
If any of your personal data is shared with a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party's obligations under the law.
If any personal data is transferred outside of the UK, we will take suitable steps to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the Data Protection Legislation.
How Do You Use Cookies?
Cookies are small pieces of text sent to your browser by a website you visit. They help that website remember information about your visit, which can both make it easier to visit the site again and make the site more useful to you. Other technologies, including unique identifiers used to identify a browser, app or device, pixels, and local storage, can also be used for these purposes. Cookies and other technologies as described throughout this page can be used for the purposes described below.
Functional Cookies
Cookies and other technologies used for functionality allow you to access features that are fundamental to a service. Things considered fundamental to a service include preferences, like your choice of language, information relating to your session, such as the content of a shopping cart, and product optimizations that help maintain and improve that service. Google uses the 'CONSENT' cookie, which lasts for 2 years, to store a user's state regarding their cookie's choices.
Cookie Name | Purpose | Expiration (cookie lifespan) | Essential (Strictly Necessary) |
Cookies-notice | To provide the visitor with the choice to consent to the use of non-essential cookies. | 2 Years | Yes |
Consent | Used to detect if the visitor has accepted the marketing category in the cookie banner. | 2 Years | Yes |
Analytics / Advertising Cookies
Cookies and other technologies used for analytics help collect data that allows services to understand how you interact with a particular service. These insights allow services to both improve content and build better features that enhance your experience.
Some cookies and other technologies help sites and apps understand how their visitors engage with their services. For example, Google Analytics uses a set of cookies to collect information and report site usage statistics without personally identifying individual visitors to Google. '_ga', the main cookie used by Google Analytics, enables a service to distinguish one visitor from another and lasts for 2 years. Any site that implements Google Analytics, including Google services, uses the '_ga' cookie. Each '_ga' cookie is unique to the specific property, so it cannot be used to track a given user or browser across unrelated websites.
Google uses cookies for advertising, including serving and rendering ads, personalizing ads, limiting the number of times an ad is shown to a user, muting ads you have chosen to stop seeing, and measuring the effectiveness of ads.
Cookie Name | Purpose | Products | Expiration (cookie lifespan) | Domains |
_gid | Analytics | Google Analytics | 24 hours | Active Oxfordshire |
_gat_gtag | Analytics | Google Analytics | 1 minute | Active Oxfordshire |
_ga | Analytics | Google Analytics | 2 Years | Active Oxfordshire |
_gcl_au | Analytics, Advertising | Campaign Manager, Display & Video 360, Google Ads, Search Ads 360 | 90 Days | Active Oxfordshire |
_gcl_aw | Analytics, Advertising | Google Ads | 90 Days | Active Oxfordshire |
_gac_UA-130736677-2 | Advertising | Google Analytics | 90 Days | Active Oxfordshire |
IDE | Advertising | Campaign Manager, Display & Video 360, Google Ads, Search Ads 360 | 13 months EEA UK / 24 months elsewhere | Doubleclick.net. |
To read more on how Google use cookies, please read the Google Privacy & Terms.
Performance Cookies
These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site and will not be able to monitor its performance.
Name of Cookie | First / Third Party | Provider / Domains | Expiration | Purpose |
CPsession | First | Active Oxfordshire | Session | Stores session specific user data such as number of searches, previous searched content. |
test_cookie | Third | Doubleclick.net | 15 Minutes | Used to check if the user's browser supports cookies |
Managing Cookies in Your Browser
In addition to the controls that we provide, you can choose to enable or disable Cookies in your internet browser. Most internet browsers also enable you to choose whether you wish to disable all Cookies or only third-party Cookies. By default, most internet browsers accept Cookies, but this can be changed. For further details, please consult the help menu in your internet browser or the documentation that came with your device.
You can choose to delete Cookies on your computer or device at any time, however you may lose any information that enables you to access Our Site more quickly and efficiently including, but not limited to, login and personalisation settings.
It is recommended that you keep your internet browser and operating system up-to-date and that you consult the help and guidance provided by the developer of your internet browser and manufacturer of your computer or device if you are unsure about adjusting your privacy settings.
Managing Other Technologies in Your Apps and Devices
Most mobile devices and applications allow you to manage how other technologies, such as unique identifiers used to identify a browser, app, or device, are set and used. For example, the Advertising ID on Android devices or Apple's Advertising Identifier can be managed in your device's settings, while app-specific identifiers may typically be managed in the app's settings.
How do I Change my Cookie Settings?
You can alter your cookie preferences by clicking here.
How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please mark your email/letter for the attention of our Data Protection Lead and use the following details:
Email address: info@activeoxfordshire.org
Postal Address: Marlborough House, 69 High Street, Kidlington, OX5 2DN
Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if wechange our business in a way that affects personal data protection.
Any changes will be immediately posted on the Active Oxfordshire website. We recommend that you check this page regularly to keep up to date. This Privacy Policy was last updated on 29th March 2023.