(Updated 20 May 2018)
When you contact us via email, phone, by completing an online form or in person, you may provide details such as your name, address, email address, telephone or membership numbers, or other information to enable us to process your membership or assist you with our services. We process personal data in accordance with the law and our Rules, and as far as reasonably possible in a transparent and fair manner. Our data processing activities are conducted:
1 With your consent;
2 In order to fulfil our obligations to you;
3 For the legitimate purposes of the Oxford Union;
4 Otherwise in accordance with the law.
As part of the standard operation of our website, information from your computer or mobile device including, but not limited to, your browser type, operating system, IP address and the domain name from which you accessed the site, may automatically be collected and stored by the equipment of third parties that we have a relationship with for that purpose.
Most of the personal information we hold is that which you provide to us as part of your membership registration when completing the membership form, or by corresponding with us. Most records contain:
- Your full name, date of birth and title/gender
- Your passport-sized photograph as part of your membership card
- Your home address and contact details (telephone number, email)
- Your college/institution and course
- Your joining and course end dates
- Outstanding (ie unpaid) monies owed to the Society, if any
- The cost of your membership, and any pre-paid facility fee payment
- Your membership number
This information is updated whenever your let us know that anything has change. It enables us to keep a proper record of your membership the Society and to assist you proving your membership for replacement cards, etc.
Uses & Disclosures of Information
We will only share your personal data as follows:
a SHARING WITH SERVICE PROVIDERS
We may retain service providers to manage or support certain aspects of our business operations on our behalf. These service providers may be located in the UK or in other global locations and may provide services such as credit card processing and fraud management services, email service providers, mailing of our own publications (termcards etc), data hosting, management or support of our site. Our service providers are required by contract to safeguard any personal data they receive from us and are prohibited from using the personal data for any purpose other than to perform the services as instructed by us. We do not sell your personal data to third parties under any circumstances.
b COMPLIANCE WITH LAW
We may also share your personal data when we believe in good faith that we have an obligation to:
i Respond to duly authorised information requests of law enforcement agencies, regulators, courts and other public authorities, including to meet national security or other law enforcement requirements;
ii Comply with any law, regulation, subpoena or court order;
iii Investigate and help prevent security threats, fraud or other criminal or malicious activity;
iv Enforce/protect our rights;
v Protect the rights or personal safety of our employees, and third parties on or using our property when allowed and in line with the requirements of applicable law
When you give us contact information (such as name, email address etc) you agree that we may utilise this information. You agree that we may, as part of our services to you, communicate with you, or initiate communication with you on behalf of a third party, through means such as email, newsletter, telephone or postal mail, including through the use of contact information that you may provide to us.
If you have the option of subscribing to communications from us related to our business and services you can make or change your choices about receiving such communications from us by taking actions as described in the communication. (These options do not apply to individual communications for administrative non-promotional purposes).
We use reasonable security measures to help protect against the loss, misuse and alteration of the Personal Information under our control, though we take no responsibility for information which is not up to date if the member/client has not advised us). However, no method of transmission over the Internet or method of electronic storage is 100% secure. In addition, please note that emails, messages sent via your web browser, and other similar means of communication with other users are not encrypted. We strongly advise you not to communicate any confidential or sensitive information through these means. Therefore, while we strive to protect your information we cannot guarantee its security.
Please also be aware that we may use third-party service providers that provide hosting, data storage and other services pursuant to standard terms and conditions that may be non-negotiable; these service providers have informed us or the general public that they apply security measures they consider adequate for the protection of information within their system or they have a general reputation for applying such measures. However, we will not be liable (to the fullest extent permitted by law) for any damages that may result from the misuse of any information, including Personal Information, by these companies.
‘Cookies’ are small files sent from a website to your computer. Cookies enable websites to recognise your computer as you move around the site. Without them you would not be able to, for example, use an online shopping cart, preserve your user preferences or use a blog or content management system.
a COOKIES AND THIS WEBSITE
The only cookie that should be used on this website is a temporary session cookie for the purposes of allowing logins to the website and our content management system. You are welcome to delete or disable cookies when using this site. Unless you wish to use the content management system, disabling this cookie will not in any way affect the use of the site. This temporary cookie is deleted when you close your browser window.
b GOOGLE ANALYTICS
These cookies are used to collect information about how visitors use our site. We use the information to analyse web traffic throughout our website. This helps us to improve our website and make information easier to find. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, the pages they visited and how long people spend on our website. The information gathered by these cookies is anonymous, so cannot be linked back to any individual website user
Find out more about Google Analytics
Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, membership details, date of birth) to ensure we do not contact you inadvertently in future, and we may also need to retain some financial records about you for statutory accounting purposes
The controller for your personal data is the Oxford Union’s Bursar, who can be contacted at firstname.lastname@example.org, or at our postal address: Oxford Union Society, Frewin Court, Oxford OX1 3JB