At the Oxford Climate Alumni Network (OxCAN), we are committed to protecting and processing your personal information in line with the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR) 2016. We will always be transparent about the data we are collecting and how we use the information you provide to us.  

 

When and How We Collect Your Data

We collect, store, and use the data you consent to give us when you interact with us, to communicate with you and tailor our events and platform to provide you with the best possible experience of OxCAN. 

• We collect your data directly, e.g., when you apply for OxCAN membership, when you subscribe to our mailing list, or when you join our members directory. These data allow us to identify you. 

• We also collect data when you interact with us indirectly, e.g., when you join one of our events through the website of a third party, respond to our surveys or join our campaigns.

 

What Types of Data We Collect & Data Usage

Cookies

We collect some data when you visit our website and consent to the electronic cookies we use. These data are anonymous. If you consent to our electronic ‘cookies’ when you visit our website, we will collect some information, e.g., on the pages you’ve visited, how you interacted with our pages and content, and whether you browsed our website on a computer or mobile device. We will generally use such data for the purposes of ‘analytics’, i.e., to understand how people use our website. The website ‘all about cookies‘ provides detailed information on different types of cookies and what information they collect.

 

Third-Party Cookies

Our site contains links to and from various third-party websites. If you follow a link to any of these websites, please note that they have their own privacy policies, for which OxCAN is not responsible. Before you submit any personal data to third-party websites, please consult their own privacy policies.

 

Other Anonymous Data

We may also run online anonymous surveys that include questions on sensitive personal data, such as ethnic origin or gender orientation. We will clearly stipulate how we will protect your identity in such cases.

 

Non-Anonymous Data

Sometimes we will need to collect data that identify you. For example, when you apply to join OxCAN, subscribe to our newsletter, or join the OxCAN members directory, we will ask you to provide us with details such as your full name, course details, and contact details. We will use these data to communicate with you or inform you about events and OxCAN news. If you join the OxCAN members directory, we will also make the data you’ve agreed to share with us for that purpose available to other OxCAN members. 

• We will always explain transparently which data we collect and for which purposes.

• We will make clear whether we associate your email address with the collection of data and always give you the option to consent or decline to be identified.

• When we use third parties to process your data (e.g., to invite you to an online event), we will state clearly who these third parties are and refer you to their privacy policy.

• Currently we use Mailchimp to store and process members’ data. When you subscribe to OxCAN, you acknowledge that your information will be transferred to Mailchimp for processing. You can learn more about Mailchimp’s privacy practices here.

 

Legal Basis for Using Your Data

We will only use your data for purposes that are in line with our ‘legitimate interest’, as this is defined in UK and EU law. This means that we will only use the information you have consented to give us to fulfil an obligation or contract with you. For these purposes, we maintain an internal database of OxCAN members (our members’ directory). This database contains personal details, including contact information, college, university, and year of matriculation. We will ask you to provide this information when you register to join OxCAN. Specifically, we collect your data to:

• Communicate with you.

• Notify you about and enable you to participate in OxCAN initiatives and events.

• Tailor our events and website to provide you with the best possible experience of OxCAN.

• Enable members to connect with each other in our network. 

 

Where and For How Long We Store Your Data

• We will store your data on OxCAN’s secure servers. In some cases, when we use a third party, we will transfer your data to that third party’s servers. However, we will always ensure that such third parties comply fully with the EU GDPR and UK law, and provide transparent information on how they store and process data. Currently we use MailChimp to store some of your data. You can find MailChimp’s privacy policy with regard to GDPR here and with regard to UK law here.

• We will take every possible measure to ensure that your data is secure. However, please be aware that it is not possible to guarantee that the transmission of information over the internet is 100% secure.

• We will only retain your data for as long as we need them to fulfil our legitimate purposes.

 

Who Uses Your Data

The OxCAN Executive Committee is the ‘data controller’ of the information you provide. The data you have agreed for us to store in the OxCAN members directory will be accessible to OxCAN subscribers who have permission to search our members directory. Occasionally, the OxCAN Executive Committee may also process members’ data, e.g., for analytics purposes. Our promise:

• We will never use your information for purposes to which you have chosen not to consent.

• We will never sell your data or share them with third parties without your knowledge, unless we are required to do so upon the valid request of a competent authority or to protect the safety, rights, or property of OxCAN, its members, or third parties.

 

When and Why We May Share Your Data

We may share your data:

• If obliged to do so by law.

• With third parties that provide services on our behalf (e.g., as website hosts). We only collaborate with third parties whose privacy policies meet UK law and GDPR standards. Currently, we use Mailchimp to operate many of the OxCAN essential online services. You can read how Mailchimp complies with GDPR here and with UK law here.

 

Your Rights

Both UK law and EU GDPR entitle you to:

• Request access to your data, i.e., to request a copy of the data you have given us permission to store and process.

• Request that we amend your data, e.g., when some of the information we hold on you is incorrect or when you ask us to update it.

• Request that we pause processing your data, e.g., while you are checking whether it is accurate.

• Request that we erase your data, either when we no longer need to hold it for our legitimate purposes or when you object to us processing it legitimately.

• Request that we transfer your data to a third party, wherever possible.

If it is not possible for us to comply with your request(s), we will let you know and you will have the choice to carry on or stop using our website, services, and directory.

 

Contacting Us about Your Data

If you have any questions about the OxCAN Privacy Policy, or about how we use and store your data, you can email us at info@oxfordclimatealumni.org with ‘privacy’ in the subject line.

If you are dissatisfied with the way we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office on the ICO website.

 

Approved by the Trustees of the Oxford Climate Alumni Network on Wednesday 18th December 2024.