Privacy Policy

Developing a Christian Mind, Oxford

The privacy and security of your personal information is extremely important to us. We will do all we can to protect your privacy and to ensure that any personal information you share with us is stored securely and is only used in a manner that you have consented to or would expect. We will never sell information about you.

This notice tells you what information we collect, how we use and share the information, what your rights are, and finally, how you can contact us with questions or concerns.

1. Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in a data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and related regulations.

2. Who are we?

Developing a Christian Mind, Oxford (DCM) is the data controller (contact details below). This means we decide how your personal data is processed and for what purposes.

DCM activities are administered by staff at the Oxford Pastorate.  Therefore, for the purposes of this Privacy Policy, the administrative work carried out by Oxford Pastorate staff for DCM is included in this policy.

3. How do we process your personal data?

DCM comply with their obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes:

  • To administer the participant registration to our conferences and related activities

  • To provide pastoral care to postgraduates;

  • To manage our employees and volunteers;

  • To maintain our own accounts and records;

  • To inform you of news, and events we consider to be of interest to you;

  • To operate the Developing a Christian Mind website and for the distribution of our e-newsletters as requested;

  • To fundraise for DCM;

  • To enable us to provide services for the benefit of the University of Oxford community.

4. What is the legal basis for processing your personal data? And how long do we keep your personal data?

We may process your personal data according to any of the following permissible reasons:

  • Where processing is necessary for fulfilling statutory obligations.

  • As a not-for-profit body with a religious aim provided:

    • the processing relates only to participants or former participants (or those who have regular contact with it in connection with those purposes); and

    • there is no disclosure to a third party without consent.

  • We have received your explicit consent so that we can keep you informed about news, events and activities.

  • Where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

  • Further clarification:

o    Conferences and Events 

    • We use the personal data you provide as a delegate to events for the purpose of managing your attendance. It is provided as legitimate interest. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your registration and payment, to clarify where we might need more detail to fulfil a booking, or to resolve any issues that might arise with your booking. We will retain your data to provide you, by email, with details of our future conferences and events. Should you at any time prefer us not to retain it for this purpose and ask us not to, we will delete your information.  We do not pass your data to any third party except to partners who help us provide these services – for example we currently use Eventbrite to collect ticket payment and booking details. Their privacy policy can be found on their website.

o    e-newsletters 

If you wish to receive our e- newsletters we will collect and process your data on the basis of consent. Your privacy is important to us, so we never pass your information on to a third party. Should you at any time prefer us not to retain it for this purpose and ask us not to, we will delete your information.

We ask our staff not to store any personal data for longer than is necessary and carry out an annual data audit to this end. 

5. Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other Oxford Pastorate staff for one of the reasons mentioned above. Unless we receive your consent, your information will never be passed to other organisations except where this is considered necessary for our own operations (e.g. for payroll, data storage, mailings etc.). In such instances there are confidentiality agreements in place that restrict the use of your information to the purpose for which it is provided and ensure it is stored securely and kept no longer than necessary.

We will not transfer your contact details to other charities or to other companies for their marketing purposes. We will not, without your consent, supply your contact details or other personal data to any third party outside of DCM except:

  • Where we are required to do so by the law.

  • Where such a transfer is a necessary part of the activities that we undertake. For example, we may:

    • transfer your name to a conference venue for fire safety information if you have registered to attend a conference sponsored by DCM

Please note that all processing of data related to donations to DCM (including the reclaiming of Gift Aid) is carried out on our behalf by the University of Oxford. For information on how the University treats your personal information, including your rights, please see: https://www.campaign.ox.ac.uk/privacy-notice

6. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:

  • The right to request a copy of your personal data which DCM holds about you;

  • The right to request that we correct any personal data if it is found to be inaccurate or out of date;

  • The right to request your personal data is erased where it is no longer necessary for us to retain such data;

  • The right to withdraw your consent to the processing at any time;

  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability), where applicable.

  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;

  • The right to object to the processing of personal data (where applicable);

  • The right to lodge a complaint with the Information Commissioners Office.

7. Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

8. Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact admin@dcmoxford.org or DCM Oxford, c/o Professor Ard Louis, Clarendon Laboratory, Parks Road, Oxford, OX1 3PU.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

Policy Reviewed 26/10/2018

We reserve the right to update this privacy notice at any time. Any changes to this privacy notice will be posted to this page.