Introduction
Oakwood Wellbeing promises to respect personal data you share with us. We will never disclose or sell your data to a third party; we keep it safe and secure and only use it for the purpose of contacting you about our services, according to your preferences. We aim to be clear when we collect your data and will not do anything with your data that you wouldn’t reasonably expect. Developing a better understanding of our supporters allows us to make better decisions and raise funds more efficiently. We have made improvements to this policy to make it more understandable to supporters. This policy is effective from January 2018. This policy does not cover the use of data provided by Centre users; this data is held and processed separately for that purpose. To see our clinical data policy click here, please note this policy is that of our parent company The Chilterns MS Centre that we follow. This document explains how your personal data is recorded, stored and used by the Oakwood Wellbeing Clinical Team.
Where do we collect your personal information from?
You give us information when you sign up for one of our events, make a donation, purchase something from the Centre or communicate with us. You may also give us your information when you become a member of the Centre.
Social Media
Depending on your settings or the privacy policies for social media and messaging services (including Facebook, WhatsApp and Twitter), you might give us permission to access information from those accounts or services.
Information available publicly
This may include information found in places such as Companies House and information that has been published in articles/ newspapers.
Website
Like most websites, we use ‘cookies’ to help us make our website – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details on this in our Cookie Policy. In addition, the type of device you’re using to access our website or apps, and the settings on that device, may provide us with information about your device (including what type of device it is, what specific device you have, what operating system you’re using, what your device settings are, and why a crash has happened). Your device manufacturer or operating system provider will have more details about what information your device makes available.
What personal data does Oakwood Wellbeing collect, and how do we use it?
The type and quantity of information we collect and how we use it depends on why you are providing it.
Service User
If you are some either interested in our services or are a current service user, we may collect:
- Your name
- Your contact details
- Your date of birth
Where it is appropriate we may also ask for:
Information relating to your health (for example if you are taking part in a high risk event)
Why you have decided to donate to us. We will never make this question mandatory, and only want to know the answer if you are comfortable telling us
We will mainly use your data to:
- Provide you with the services, products or information you have asked for
- Keep a record of your relationship with us
- Ensure we know how you prefer to be contacted
- Understand how we can improve our services, products or information If you enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, we may contact you to see if we can help with any problems you may be experiencing with the form or our websites.
Direct Marketing
With your consent, we will contact you to let you know about the progress we are making and to ask for your support. If you don’t want to hear from us, that’s fine. You can change your contact preferences at any time by clicking here, by phone 01296 823 040, by emailing info@oakwood.org.uk, by letter (Oakwood Wellbeing, Chilterns MS Centre, Oakwood Close, Wendover, Bucks HP22 5LX) and in person. We do not sell or share personal details to third parties for the purposes of marketing.
Children’s data
Currently we only deliver services for those aged 18 and over, so do not collect any data relating to children.
How do we keep your data safe, and who has access to it?
Oakwood Wellbeing ensures that there are appropriate technical controls in place to protect your personal details. For example, our online forms are always encrypted and our network is protected and routinely monitored. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors. Some of our suppliers run their operations outside the European Economic Area (EEA). Although they may not be subject to same data protection laws as companies based in the UK, we have taken steps to make sure they provide the same level of protection in accordance with UK data protection law. By submitting your personal information to us you agree to this transfer and storing at a location outside the EEA. We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.
Information Requests
It’s your right to know what we know about you, make changes or ask us to stop using your data. You have a right to ask us to stop processing your personal data, and if it’s not necessary for the purpose you provided it, we will do so. Please contact us at any time if you have any concerns. You have a right to ask for a copy of the information we hold about you. If you want to access your information, please send a description of the information you want to see and proof of your identity by post to Chief Executive, Oakwood Wellbeing, Chilterns MS Centre, Oakwood Close, Wendover, Buckinghamshire HP22 5LX. Please be advised that we cannot accept these requests by email. This is to ensure that we only provide personal data to the right person. If you have any questions, please contact us at any time by phone 01296 823 040, email info@oakwood.org.uk, letter (Oakwood Wellbeing, Chilterns MS Centre, Oakwood Close, Wendover, Bucks HP22 5LX) or in person.