Privacy policy

Your data protection rights:

Read our Privacy Policy to learn how we safeguard your personal information and ensure transparency in how it is used.

Our Oxford Head Injury Services privacy policy outlines important details about our data processing practices and your rights and options regarding the ways in which your personal information is collected and used. Please review it carefully to understand how we handle your personal information. You have the right to be told about the information we have, ask that it is corrected if it is wrong or ask for it (or some of it) to be removed.

What personal information does Oxford Head Injury Services collect?

Oxford Head Injury Services needs to collect and use personal data about our clients, employees, volunteers and other individuals, who are referred to in the Act as “data subjects” to carry out our business effectively and provide high quality services. We hold information about data subjects for service provision, administrative, personnel management, fundraising and membership management purposes.

We collect personal information when:

You give it to us directly: for example, when you submit a form through our website, sign up to our newsletter, make a donation or submit an enquiry or referral for support.

Indirectly: for example, a carer, medical professional, family member may share your personal details with us when necessary and relevant.

What does Oxford Head Injury Services use your personal data for?

The way we use your personal data depends on the reason for your interaction with us—whether you are accessing our services, seeking information, or supporting us through fundraising. Your data may be used to:

• Provide and manage the services you request
• Communicate with you about your care or support
• Send you information you have asked for
• Process donations and fundraising activities
• Comply with legal and regulatory obligations

We only use your data in ways that are necessary, relevant, and appropriate to your relationship with us.

Where is my personal data stored?

Oxford Head Injury Services stores your personal data in a secure database. It can only be accessed by relevant and trained staff and volunteers.

Do you share my personal information?

We will only share personal information with others to enable us to support you or to refer you to other organisations for support. When we are asked to participate in client reviews, for referral purposes, or for any other reason we intend to pass information to another agency, we will always inform you of the information we intend to reveal and seek your agreement.

Lawful processing:

Under the General Data Protection Regulation (GDPR), we are required to have a lawful basis for processing your personal information. Depending on the context, we rely on one or more of the following legal grounds:

• Consent: we will use your personal information where you have clearly given us permission to do so. For example, we will ask for your consent before sending you newsletters or fundraising communications by email.
• Legal obligation: we may need to process your information to comply with legal duties we are bound by. For example, we may be required to share information with a medical professional where legally necessary.
• Contractual obligation: if you are entering into or involved in a contract with us (such as volunteering), we may need to process your personal data to fulfil our contractual responsibilities.
• Vital interests:  in some cases, we may process your personal information to protect your life or the life of someone else. For example, in a medical emergency.
• Legitimate interests: where permitted by law, we may process your personal information where it is necessary for our legitimate interests, provided it is done in a fair and balanced way that does not override your rights. Our legitimate interests include operating Oxford Head Injury Services, delivering our support and services, processing donations, managing events, and handling volunteer applications.

Marketing

We may use your contact details to provide you with information about our work, events, services and/ or products which we consider may be of interest to you (for example, about services you previously used, or updates about fundraising appeals and/or volunteering opportunities via our newsletter). Where we do this via email we will not do so without your prior consent (unless allowed to do so via applicable law). Where you have provided us with your consent previously but do not wish to be contacted by us about our projects and/or services in the future, please let us know by using the contact details at section 17. You can opt out of receiving emails from Oxford Head Injury Services at any time by clicking the “unsubscribe” link at the bottom of our emails. You can update your communications preferences here

Use of Cookies

If you make use of text size or contrast options, a small text file called a cookie will be set on your computer in order to remember your most recent text size or contrast preference. This small text file is used only for your convenience in order to implement your preference when you re-visit our website. The cookie contains no personal information about you and is used for no other purpose than that described above. It has a default ‘life’ of one year after which you will be required to choose your text size or contrast preference again. Cookies can only be read by the site from which they originate, so no other website will have access to the cookie. We use cookies to give you the best experience on our website.

How long do we retain your data?

This depends on the reasons for your interaction with us.

Information is kept throughout support provision. If there has been no action with someone for 3 years information will be archived or deleted and non-identifiable information might be kept for information.

For questions or concerns please contact: admin@oxfordheadinjuryservices.org.uk