Privacy Policy
Who is Oxford Mutual Aid?
Oxford Mutual Aid is a community group that formed in response to the Covid-19 crisis. We are incorporated as a not-for-profit company limited by guarantee, and our company number is 12842725. Broadly, our aims are to:
Support people in need through the provision of food, toiletries, baby products and cleaning products.
Provide nutritious and inviting food parcels that match the preferences, health requirements and ethical/religious needs of each individual.
As part of this work, we may collect and hold data on different people for different purposes, and so are bound by laws regarding data collection, management and privacy. This privacy notice sets out our data policies in compliance with these laws.
If you have questions about this privacy notice, you can contact us on coordinators@oxfordmutualaid.org.
What information do you collect?
Why do you collect this information and how will it be used?
Who collects this information?
Who will my information be shared with?
What are my rights in respect of my data?
If you visit our website
Our website uses cookies, as almost all websites do. Cookies are small text files that are placed on your computer or mobile phone when you browse websites. You can find more information about cookies here.
Our cookies help us to:
Make our website work as you’d expect
Improve the speed/security of the site
Continuously improve our website for you
Make our services more efficient
We do not use cookies to:
Collect any personally identifiable information (without your express permission)
Collect any sensitive information (without your express permission)
Pass data to advertising networks
Pass data to third parties
Pay sales commissions
If you volunteer with us
If you volunteer to support Oxford Mutual Aid, we will keep a record of your name, contact details, and the types of volunteering you are interested in. We may also retain data on any additional information you have given us, such as whether you have access to a car.
If you request support from us
If you request support from Oxford Mutual Aid, whether through our phone line or online form, we will retain all the information you have provided to us. This could include your name, your phone number, your address, and information on your needs. We will also hold a record of contact we have had with you, and what support we have provided to you.
If you volunteer with us
We collect this information in order to facilitate you being able to volunteer with Oxford Mutual Aid. We will use the information you have provided to add you to the relevant WhatApp groups and to arrange onboarding and training sessions, and may contact you directly in some circumstances.
If you request support from us
We collect this information in order to be able to provide support to you, for example in contacting you to arrange a delivery; or providing your address to the volunteer making a delivery to you.
We keep case notes of our work in order to ensure that we are providing consistent and reliable support, for example we may record the last contact we had with you and the outcome of this. In some cases where we are providing longer term support to individuals, we may draw up a care plan which includes information relating to that person’s ongoing needs. This is to ensure that we are providing support which is safe and consistent.
We may use anonymised information about people we have supported in reports, fundraising, and social media, for example setting out how many people we have helped, but no individual will ever be identifiable from this information.
Information may be collected by any member of Oxford Mutual Aid with whom you have contact, or by you completing one of our online forms.
Internally within Oxford Mutual Aid
Oxford Mutual Aid has a team of core staff and volunteers who are responsible for coordinating our support work. These individuals will have access to the data we store on you. They will only access and use this data for the purposes set out above. Oxford Mutual Aid core staff and volunteers may discuss the care and support being provided to individuals on our internal communication channels, but access to these channels is strictly limited to those individuals who need to be able to access sensitive data.
The wider Oxford Mutual Aid community volunteer group (i.e. the members in our WhatsApp groups) do not have access to stored data. They will only be provided with the information they need to complete a support request (e.g. name and address of recipient), and are asked to delete this information once the request has been completed.
Externally with other organisations
There may be circumstances in which we share information we hold on you.
If we have your consent, we may talk to other people or organisations who are supporting you, for example a social worker. This is so we can ensure we are working together to provide you with the best possible support.
In some cases, it may be necessary to share information we hold without your consent in order to keep you or other people safe. This will only be done where we have very serious safeguarding concerns, and any such decisions are taken collectively and following an internal Oxford Mutual Aid process.
Commercial use
Oxford Mutual Aid will never share any of your information with third parties for commercial or marketing purposes.
The data protection laws give you certain rights over your personal information and how we use it. These include:
the right of access to a copy of the information that we hold about you;
the right to ask us to correct inaccurate information that we hold about you;
the right, in certain circumstances, to object to specific uses of your data; and
the right, in certain circumstances, to request the information that we hold about you to be deleted.
If you wish to exercise any of these rights, please contact us at coordinators@oxfordmutualaid.org.
If you wish to report a breach in data protection regulations you can find more information on the Information Commissioner’s Website: https://ico.org.uk/
Changes to this policy
Oxford Mutual Aid may need on occasion to make changes to this privacy policy. In such cases, an updated version of the policy will be published on the Oxford Mutual Aid website.