Our Data Protection Policy

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We (Oxford Conservation Volunteers) collect personal data so that we can fulfil our objectives as an organisation.

To contact us regarding your personal data please email . You can exercise the following rights:

  • To know which of your personal data we hold, and how we use it
  • To access your personal data
  • To correct your personal data
  • To object to our use of your personal data, and for it to be erased

The following sections outline how we use personal data.

Mailing List

If you have given us your email address, we use it to tell you about the events that we run. We send you approximately one email per week, containing details of the week's upcoming conservation task. We may also email you about social events we run and our committee meetings.

Every email we send contains a link allowing you to unsubscribe from our mailing list. When you unsubscribe, we delete your email address permanently from our records.

The list of email addresses is only accessible to our Webmaster and Task Leaders.

Task Volunteers

When you work with us on a conservation task, we ask you to give the Task Leader your name and age (or statement that you are over 18) and the name and telephone number for an emergency contact. The Task Leader only uses this information if they need to because of an emergency. The Task Leader destroys the record of this information at the end of each task.

The Task Leader collects parental consent forms for volunteers younger than 18. Our Secretary keeps these forms for not less than six years.

If you are harmed in an accident on a conservation task, or involved in a "near miss", the Task Leader will complete an incident report form including your name and basic details such as age and sex, along with details about the injury or harm. Our Secretary keeps these forms for not less than six years.

We sometimes take photographs on tasks and use them to help us communicate what we do. We may put them on our website, Facebook or Twitter pages, and we may use them in our annual report, posters and other publicity. The focus of these photographs is either work being carried out or the work group, rather than individuals. If you want to be excluded from such photography, tell the Task Leader. If you want us to remove a photograph of you online, contact us.

Residential Task Volunteers

When you work with us on a residential conservation task, we ask for your name and age (or statement that you are over 18) and the name and telephone number for an emergency contact (as for other tasks). Additionally, we ask you to give us your gender (to help us allocate accommodation), dietary requirements and details of any medical conditions that may become relevant in the course of the residential visit. We destroy our record of this information at the end of each residential task.

Members

Membership is not required for participation in OCV activities. If you choose to become a member, our Membership Secretary keeps your name, email address and postal address for the duration of your membership. Our Treasurer keeps your membership form, containing the same information and a Gift Aid declaration, for not less than six years.

Task Leaders/Drivers

If you have volunteered to become a Task Leader or Driver, we store your contact details so we can contact you regarding tasks which you sign up to lead or drive. Your contact details are stored in a login-protected area of our website, accessible to other Task Leaders and Drivers. We remove your contact details if you have not led or driven for a task for three years.

Our Secretary keeps risk assessments you have written (bearing your contact details) and any minibus checklists or incident report forms you complete (bearing your name) for not less than six years.

If you regularly incur task-related expenses, our Treasurer stores your bank details in a secure online banking facility.

Site Contacts

If you are our contact for a site at which we carry out a conservation task, we store your contact details so we can contact you to arrange our work and invoice you for our task fee. We keep your contact details so that we can contact you in the future to arrange further work, unless you tell us that the Site Contact has changed or ask us to destroy our record. Your contact details are stored in a login-protected area of our website, accessible to Task Leaders and Drivers.

Our Secretary keeps risk assessments (written by the Task Leader) bearing your contact details for not less than six years.

Our Data Breach Procedure

We take reasonable precautions to prevent loss of, and unauthorised access to, your personal data.

In an exceptional case where a data breach occurs, we will

  • Keep a record of the breach
  • Tell you if we believe you are at risk of damage because your personal data has been lost or accessed without authorisation
  • Investigate why and how the breach occurred
  • Take measures to prevent a breach of a similar nature happening again

OCV Data Protection Policy, Revision 0