Oxfam promises to take great care with your personal data, and we commit to protecting any personal information we obtain about you, whether you are visiting our website as a supporter, shopper, volunteer or campaigner.
Oxfam is a registered charity in England and Wales (charity number 202918) and in Scotland (charity number SC039042). We are also a company limited by guarantee (company number 612172), and have a wholly-owned trading subsidiary (Oxfam Activities Limited, company number 00830341).
Oxfam’s registered address is Oxfam House, John Smith Drive, Cowley, Oxford, OX4 2JY.
Oxfam’s purpose and overall mission is to overcome poverty. We provide humanitarian aid in times of crisis, fund long term community development programmes and conduct research and campaign for long term solutions to poverty.
Our supporters help us to achieve this in a variety of ways, primarily by:
Fundraising, donating money, and donating or purchasing goods for sale in Oxfam shops in order to support our programme of work
Campaigning for change, through signing petitions, writing letters, and taking part in other campaigning actions
Volunteering, including in Oxfam shops, at events and in our offices
We take active steps to make sure that our supporters are aware of the ways in which they can help us achieve our overall purpose.
We hold and process supporters’ personal data for a number of reasons:
Oxfam will only contact you for marketing purposes – for example keep you up to date on our work, or let you know of ways in which you can support that work – where we have your consent or we are otherwise allowed to do so (see section 5 for details).
We will make it easy for you to tell us if you would like to receive marketing communications from us and hear more about our work and the ways in which you would like to receive this information (post, email, SMS and phone). We will not send you marketing material if you tell us that you do not wish to receive it. There are a variety of ways you can do this, please see section 11 for details.
Where you give us your consent to send marketing information, we will wherever possible let you know how long this consent will last. Unless we have grounds for believing that a longer period is reasonable and have explained this to you, we will understand your consent to last for 24 months. After this time, in order for us to continue to update you, we will need your refreshed consent. You can update or withdraw your consent at any time, for individual channels of communication, or for all channels. See section 11 for details on how to do this.
We will generally treat any marketing consent you give us as lasting for 24 months, but will apply the following exceptions (but only where we inform you of this at the time you give consent):
This allows organisations to send marketing communications by email and SMS to individuals who have previously purchased similar goods and services, provided they were given the opportunity to opt out at the time of purchase. In Oxfam’s case, this allows us to send marketing emails and SMS to previous customers of the Oxfam online shop. We apply a 24-month time limit, and only communicate on this basis where you have made a purchase within this period. We may also send you marketing communications by email and SMS in relation to our lottery if you are a current or past player (within the last 24 months). We will not use the “soft opt in” option if you have opted out of receiving email and/or SMS, whether direct to Oxfam or via the Fundraising Preference Service.
Oxfam may collect your personal data in the following circumstances:
When you give it to us DIRECTLY
You may give us your personal data directly when you make a donation, sign up for one of our events, purchase products from the Oxfam on-line shop, when you communicate with us, or when you download the MyOxfam app.
When you give it to us INDIRECTLY
You may give us your information indirectly when you sign up to events such as the London Marathon, or contribute to Oxfam via fundraising sites like Just Giving or Virgin Money Giving. These independent third parties will pass your data to Oxfam where you have indicated that you wish to support Oxfam and have given your consent or it is a necessary part of completing a contract with you.
Sometimes your personal data is collected by an organisation working on our behalf (for example a professional fundraising agency) but as they are acting on our behalf we are the “data controller” and responsible for the security and proper processing of that data.
When you access Oxfam’s Social Media
We might also obtain your personal data through your use of social media such as Facebook, WhatsApp, Twitter or LinkedIn, depending on your settings or the privacy policies of these social media and messaging services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.
When the information is publicly available
We might also obtain personal data about individuals who may be interested in giving major gifts to charities or organisations like Oxfam. In this scenario, Oxfam may seek to find out more about these individuals, their interests and motivations for giving through publicly available information. This information may include newspaper or other media coverage, open postings on social media sites such as LinkedIn, and data from Companies House. Oxfam will not retain publicly available data relating to major donors without their consent, which will be sought at the earliest practical opportunity.
If you visit our website as an anonymous visitor (e.g. you switch off cookies), Oxfam may still collect certain information from your browser, such as the IP address (an IP address is a number that can uniquely identify a computer or other internet device).
We only collect personal data relevant to the type of transactions you have with Oxfam.
For example, when you contact Oxfam to make a donation, purchase an item online, support our “Tag your Bag” gift aid scheme, take a campaign action, or sign up to any of Oxfam’s activities or online content, such as newsletters, competitions, or message boards, or you telephone, email, write to or text Oxfam, or engage with Oxfam via social media channels, we may receive and retain personal information about you.
The information we collect is relevant to the type of transaction you are entering into with details such as your name, email address, postal address, telephone or mobile number, bank account details to process donations and whether or not you are a tax payer so that we can claim Gift Aid.
We do not collect “sensitive personal data” about our supporters, e.g. health status, unless there is a clear reason for doing so – such as participation in a marathon or similar fundraising event where we need this to ensure that we provide appropriate facilities or support to enable you to participate in the event. Clear notices will be provided on application forms for such events so that it is clear what information we need and why we need it.
Should you support Oxfam in a substantial way, we may provide an account manager to help you tailor your relationship to suit your interests. If this is the case we may collect sensitive personal data where relevant to our relationship, such as your political or religious views. Should you disclose information to us about your health or your family, this may also be recorded, so that we can communicate with you in a considerate and appropriate manner.
All sensitive personal data is stored on a secure database, to which only a limited number of relevant staff have access. It is deleted when no longer relevant, is never shared with third parties, and is available to you at any point should you wish to see it.
Oxfam will use your personal information for the following purposes:
We will only use your information within Oxfam for the purposes for which it was obtained. Oxfam will not, under any circumstances, share or sell your personal data with any third party for their own marketing purposes, and you will not receive marketing from any other companies, charities or other organisations as a result of giving your details to us.
We may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These “data processors” will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
We may also use your email address and phone number to match to your account on Facebook or other social media sites in order to show you Oxfam content while using these services. We only do this where you have opted in to marketing emails or phone calls and we keep your data secure by encrypting it. No data we hold about you is retained by the third party.
In addition, we may also use your email address and phone number to link to Facebook or other social media sites in order to identify other users of these sites whom we believe would be interested in Oxfam, and we may then show them Oxfam content. No data we hold about you is retained by the third party.
There are two ways to prevent this use of your data, you can either update your preferences at Oxfam by opting out of the relevant channel of communication or you can do this via the social media site:
Updating your preferences with Oxfam will not guarantee that you never see Oxfam content on social media, since the social media site may select you based on other criteria and without your data having been provided by Oxfam.
We will also comply with legal requests where disclosure is required or permitted by law (for example to government bodies for tax purposes or law enforcement agencies for the prevention and detection of crime, subject to such bodies providing us with a relevant request in writing).
Your data is only processed outside the EU where Oxfam has verified that appropriate standards and safeguards are in place.
We will hold your personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of donations subject to gift aid for at least seven years to comply with HMRC rules.
If you request that we stop sending you marketing materials we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Legacy income is vital to the running of the charity. We may keep data you provide to us indefinitely, to carry out legacy administration and communicate effectively with the families of people leaving us legacies. This also enables us to identify and analyse the source of legacy income we receive.
Where you contribute material to us, e.g. user generated content or in response to a particular campaign we will only keep your content for as long as is reasonably required for the purpose(s) for which it was submitted unless otherwise stated at the point of generation.
The accuracy of your information is really important to us. We want to ensure that we are able to communicate with you in ways that you are happy with, and to provide you with information that is of interest.
If you wish to change how we communicate with you, or update the information we hold, then please contact us:
Additionally you can opt out of email and SMS separately:
We endeavour to meet the following service levels where supporters request we do not send them marketing information:
Under the Data Protection Act you have the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected (in line with standard guidelines for these requests we charge £10 for information requests and require you to prove your identity with two pieces of approved identification).
We ensure that there are appropriate technical controls in place to protect your personal details. For example our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff, volunteers and contractors.
We use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they collect on our behalf, or have access to. We have a robust partner monitoring framework to ensure these contractual obligations are met.
If you would like more information, or have any questions about this policy, please contact our supporter relations team by email at firstname.lastname@example.org or write to us at: Supporter Relations, Oxfam GB, Oxfam House, John Smith Drive, Oxford, OX4 2JY, or call us on 0300 200 1300 (Mon-Fri 9am-5pm).
To make a formal complaint about Oxfam’s approach to data protection or raise privacy concerns directly with our data protection team, please contact:
The Data Protection Officer
You also have the right to make a complaint direct to the UK’s data protection authority, the Information Commissioner’s Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Concerns can be also be logged via the ICO website.
Q. Does Oxfam obtain data from other organisations?
A. Oxfam receives data from a limited number of Third Parties, including:
CACI Ltd – who provide summarised data at postcode level (this is typically 16 houses). This includes data such as age, income, house type, and the ages of children in the household. We use this information to decide who to target for our marketing campaigns, so as to improve the effectiveness of our fundraising, and to ensure we do not send out marketing information which is unlikely to be of relevance.
UK changes – who provide data on house movers and the deceased so that we can keep our records up to date and make sure we only send marketing materials where appropriate. This data is only obtained where it is consistent with current data protection laws and Oxfam’s Fundraising Policy, and where you have given permission for it to be shared for this purpose.
From the following suppression services;
The Mail Preference Service (MPS), which ensures we do not send unsolicited mail to those who have indicated they do not wish to receive it.
The Telephone Preference Service (TPS), which ensures we do not telephone people who do not wish to receive unsolicited phone calls.
The Fundraising Preference Service (FPS), which ensures we do not send unsolicited marketing material to people who have indicated that they do not wish to hear from Oxfam.
Q. Does Oxfam use profiling as part of its marketing campaigns?
A. How we target our marketing campaigns (profiling)
Profiling is a common technique used in direct marketing and involves analysing data to improve the targeting of communications. Oxfam uses profiling techniques to help ensure our communications are relevant. Profiling allows us to target our resources effectively, which donors consistently tell us is a key priority for them. It enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would. The data may have been provided to Oxfam by our supporters when responding to our marketing campaigns, or when using our website, or social media sites such as Facebook. It may also have been provided by external organisations as described below.
When building a profile we may analyse geographic, demographic and other information relating to you, as well as your previous responses to our marketing campaigns. We do this in order to determine whether we believe a particular marketing campaign might be of interest. Some of the data is provided by external organisations and may be provided at an aggregate level (e.g. by postcode). Where it relates to you as an individual we check that you have provided your express consent to the relevant third party for this use of your data. This helps to maximise the effectiveness of our campaigns and to minimise the wastage that would result from sending marketing information where it is not of interest.