We at Initiatives of Change UK (IofC) take your privacy very seriously. Please read this privacy notice carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
We collect, use and are responsible for certain personal data about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR).
It would be helpful to start by explaining some key terms used in this notice:
|We, us, our||We are the Oxford Group however you may know as the Initiatives of Change UK (IofC). Our headquarters are located at 24 Greencoat Place, London SW1P 1RD.|
We are a registered charity within the United Kingdom with registration number 226334 and a registered company with company number 355987.
We have mobilised and empowered people to create personal change leading to global change for over 80 years. You can find out more about us, our initiatives and our event by clicking on the link below
About Us – Initiatives of Change UK (iofc.org.uk)
|Our data protection officer||We have appointed GRCI Law as our data protection officer (DPO). You can contact our DPO at email@example.com|
|Personal data||Any information relating to an identified or identifiable individual|
|Special category personal data||Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership|
Genetic and biometric data (when processed to uniquely identify an individual)
Data concerning health, sex life or sexual orientation
|Data subject||The individual who the personal data relates to|
We may collect and use the following personal data about you:
We collect and use this personal data to ensure you can attend or participate in our events and conferences. If you do not provide personal data we ask for, it may delay or prevent your attendance and/or participation in a particular event or conference.
We collect most of this personal data directly from you—in person, by telephone, text or email and/or via our website. However, we may also collect information:
Under data protection law, we can only use your personal data if we have a proper reason, eg:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. We will carry out an assessment when relying on legitimate interests, to balance our interests against your own.
The table below explains what we use your personal data for and why.
|What we use your personal data for||Our reasons|
|Providing you with access to our events and conferences||To perform our agreement with you or to take steps at your request before entering into an agreement|
|Preventing and detecting fraud against you or us||For our legitimate interests or those of a third party, ie to minimise fraud that could be damaging for you and/or us|
|Other activities necessary to comply with professional, legal and regulatory obligations that apply to our charity, eg under health and safety law||To comply with our legal and regulatory obligations|
|Ensuring our policies are adhered to, e.g. policies covering security and internet use||For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you|
|Operational reasons||For our legitimate interests or those of a third party, ie to share views and opinions to help drive change|
|Statistical analysis to help us manage our charity, e.g. in relation to our supporter base, effectiveness of events, donation levels or other efficiency measures||For our legitimate interests or those of a third party, i.e. to be as efficient as we can so we can deliver the best service to you|
|Updating supporters records||To perform our agreement with you or to take steps at your request before entering into an agreement|
For our legitimate interests or those of a third party, e.g. making sure that we can keep in touch with our supporters and provide you with information about future events or projects which may of interest to you.
|Statutory returns||To comply with our legal and regulatory obligations|
|Ensuring safe working practices, staff administration and assessments||To comply with our legal and regulatory obligations|
For our legitimate interests or those of a third party, e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you
|Send marketing material and keep you up to date with our latest focus, events and/or activities:|
– existing and former supporters;
– third parties who have previously expressed an interest in our activities;
– third parties with whom we have had no previous dealings.
|Where we have consent|
For our legitimate interests to keep you informed and up-to-date
Where we process special category personal data, we will also ensure we are permitted to do so under data protection laws, e.g:
We may use your personal data to send you updates (by email, telephone or post) about our future events and conferences.
We have a legitimate interest in using your personal data for marketing purposes (see above ‘How and why we use your personal data’). This means we may not need your consent to send you marketing information. However, where consent is needed, we will ask for this separately and clearly.
You have the right to opt out of receiving marketing communications at any time by:
We may ask you to confirm or update your marketing preferences in the future if wish information regarding another initiative, project, event or conference or if there are changes in the law, regulation, or the structure of our business.
We will always treat your personal data with the utmost respect and never sell share it with other organisations outside of Initiatives of Change for marketing purposes.
We routinely share personal data with:
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers to ensure they can only use your personal data to provide services to us and to you.
We may also need to:
If you would like more information about who we share our data with and why, please contact us (see ‘How to contact us’ below).
Personal data may be held at our offices and those of our group companies, third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal data with’).
Some of these third parties may be based outside the UK/EEA. For more information, including on how we safeguard your personal data when this happens, see below: ‘Transferring your personal data out of the UK and EEA’.
We will keep your personal data while you have an account with us or you wish to engage with us to hear about our projects, participate and attend our events and conferences. Thereafter, we will keep your personal data for as long as is necessary:
We will not keep your personal data for longer than necessary. Different retention periods apply for different types of personal data.
To deliver services to you, it is sometimes necessary for us to share your personal data outside the UK/EEA, e.g:
Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where:
Where there is no adequacy decision, we may transfer your personal data to another country or international organisation if we are satisfied the transfer complies with data protection law, appropriate safeguards are in place, and enforceable rights and effective legal remedies are available for data subjects.
The safeguards will usually include using legally-approved standard data protection contract clauses. If you wish further information regarding data transfers please do contact us.
If you would like further information about data transferred outside the UK/EEA, please contact us (see ‘How to contact us’ below).
You have the following rights, which you can exercise free of charge:
|Access||The right to be provided with a copy of your personal data|
|Rectification||The right to require us to correct any mistakes in your personal data|
|Erasure (also known as the right to be forgotten)||The right to require us to delete your personal data—in certain situations|
|Restriction of processing||The right to require us to restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data|
|Data portability||The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations|
|To object||The right to object:|
– at any time to your personal data being processed for direct marketing (including profiling);
– in certain other situations to our continued processing of your personal data, eg processing carried out for the purpose of our legitimate interests
|Not to be subject to automated individual decision making||The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you|
For further information on each of those rights, including the circumstances in which they apply, please contact us (see ‘How to contact us’ below) or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights.
If you would like to exercise any of those rights, please:
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
Please contact us if you have any query or concern about our use of your information (see below ‘How to contact us’). We hope we will be able to resolve any issues you may have.
You also have the right to lodge a complaint with the Information Commissioner or any relevant European data protection supervisory authority. The Information Commissioner may be contacted at https://ico.org.uk/make-a-complaint or telephone: 0303 123 1113.
This privacy notice was published on 31/08/2021 and last updated on 31/08/2021.
You can contact us by post, email or telephone if you have any questions about this privacy notice or the information we hold about you, to exercise a right under data protection law or to make a complaint.