The Oxford Farming Conference Data Protection Notice
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 the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (“GDPR”).
2. Who are we?
The Oxford Farming Conference (Company No. 2005012, Charity No. 294139) (“The OFC”) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.
3. How do we process your personal data?
The OFC complies with its 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 enable us to provide a service for the benefit of the public as specified in our governing document;
- To administer delegate records;
- To administer delegate payments for conference attendance and associated fees;
- To manage our suppliers, speakers, council members and sponsors (including patrons);
- To maintain our own accounts and records (including the processing of gift aid applications);
- To inform you of news, events, activities and services offered by the OFC;
- To share your contact details with relevant suppliers so they can provide contracted services (e.g. taking conference bookings) and keep you informed about news and events, activities and services in which you may be interested.
4. What is the legal basis for processing your personal data?
- Explicit consent of the data subject so that we can keep you informed about news, events, activities and services, process your payments or donations, arrange your attendance at conference and keep you informed about the OFC.
- The processing is necessary for a contract the OFC has with the individual, or because they have asked the OFC to take specific steps before entering into a contract.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will only be shared with our Directors, employees and contracted staff for purposes connected with your attendance at OFC events or your support for the OFC. We will only share your data with third parties with your consent.
6. How long do we keep your personal data?
Specifically, we retain delegate data while it is still current; we retain information relating to contracts for up to six years after the calendar year to which they relate.
7. 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 the OFC holds about you;
- The right to request that the OFC corrects 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 the OFC 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 (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.
8. 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.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact the OFC Secretariat at Archer Yates Associates, 7 Thresher Yard, West Street, Kingham OX7 6YF
You can contact the Information Commissioners Office on 0303 1231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.