Privacy Policy

Contents


Who is Oxford Mutual Aid?

Oxford Mutual Aid is a community unincorporated association which has formed in response to the Covid-19 crisis. Broadly, our aims are to:

  • Support people affected by Covid-19 through the provision of practical help such as shopping, prescription collections etc.
  • Seek out those who have fallen through the gaps of existing aid efforts and ensure they have the support they need
  • Support the NHS, key workers, and local aid organisations. 

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 privacy@oxfordmutialaid.org

What information do you collect?

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 location of the WhatsApp group you have asked to join. 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. 

Why do you collect this information and how will it be used? 

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 support group, 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 casenotes 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.

Who collects 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. 

Who will my information be shared with?

Internally within Oxford Mutual Aid

Oxford Mutual Aid has a team of core volunteers who are responsible for co-ordinating our support work. These core volunteers 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 volunteers may discuss the care and support being provided to individuals on our Slack channels (an internal communication system), but access to these channels is strictly limited to those core volunteers who need to be able to access sensitive data. 

The wider Oxford Mutual Aid community volunteer group (i.e. the members in the WhatsApp group) 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.

How is my information stored and how long will you keep it?

All information you provide to us is stored securely, normally in a Google Spreadsheet. As some of Google’s servers are outside of the European Economic Area (EEA) this may involve transfer of your data outside the EEA. However, we are satisfied that Google meets the requirements set out in GDPR regulations for safe transfer of data. 

We will keep your information for one year after our support to you has ceased. This ensures a continuity of support should you need further help from us in the future. All data will be disposed of appropriately once it is no longer needed. 

What are my rights in respect of my data? 

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 privacy@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.