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Cultural Associates Oxford Privacy Policy

How we collect and use personal data submitted through our website or consultation exercises

What is the purpose of this document?

Cultural Associates Oxford is committed to protecting the privacy and security of your personal information (‘personal data’).

This privacy policy describes how we collect and use your personal data, in accordance with the General Data Protection Regulation (GDPR) and related UK data protection legislation. It is important that you read this policy, together with any other privacy policy we may provide on specific occasions when we are collecting or processing information about you, so that you are aware of how and why we are using the information.

Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified, whether directly or indirectly. It does not include data where your identity has been removed (anonymous data). Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure, deletion or retention.

Who is using your personal data?

Cultural Associates Oxford is the "data controller" for the information that we obtain from you or others. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR. Access to your data will be provided to those staff who need to view it as part of their work in responding to your enquiry or as part of a consultation exercise. We may update this policy at any time.

The types of data we hold about you

The information we hold about you may include the following:

  • Personal details, including name, title, address, telephone number, email address, date of birth

How we obtained your data

We collect information directly from you, when you submitted it online.

How we use your data

We process your information for the purposes set out in our online enquiry form or on the online portal we are using for consultation purposes. We do this so we can communicate with you. It is necessary for us to process your data for these purposes in order to meet our legitimate interests relating to your enquiry or as part of a consultation process.

Data sharing with third parties

We will not share your data with any other organisations or individuals.

Transfers of your data outside of the EU Area (EEA)

We may store the data collected manually or electronically.  Electronic data may be transferred to, and stored at, a destination outside the EEA, for example, where a consultation exercise is taking place internationally. Such transfers will only take place if one of the following applies:

  • the country receiving the data is considered by the EU to provide an adequate level of data protection;

  • the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;

  • the transfer is governed by approved contractual clauses;

  • the transfer has your consent;

  • the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract;

  • the transfer is necessary for the performance of a contract with another person, which is in your interests;

  • the transfer is necessary in order to protect your vital interests or of those of other persons, where you or other persons are incapable of giving consent;

  • the transfer is necessary for the exercise of legal claims; or

  • the transfer is necessary for important reasons of public interest.

Retention period

We will only retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements.  

Your rights

Under certain circumstances, by law you have the right to:

  • Request access to your data (commonly known as a "subject access request"). This enables you to receive a copy of your data and to check that we are lawfully processing it.

  • Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.

  • Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).

  • Object to processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your data for any direct marketing purposes.

  • Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example, if you want us to establish its accuracy or the reason for processing it.

  • Request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop. Further information on your rights is available from the Information Commissioner’s Office (ICO).

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact lucy@culturalassociates.co.uk. The same email address may be used to contact Cultural Associates Oxford. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

If you remain dissatisfied, you have the right too lodge a complaint with the ICO at https://ico.org.uk/concerns/.

Keeping your data up-to-date

It is important that the data we hold about you is accurate and current. Please keep us informed of any changes after you submit your enquiry or take part in a consultation.

Changes to this Privacy Policy

We reserve the right to update this privacy policy at any time, and will seek to inform you of any substantial changes. We may also notify you in other ways from time to time about the processing of your personal data.

Contact us

Data Protection Enquiries
Email: lucy@culturalassociates.co.uk