Introduction
Conference Oxford is committed to protecting the privacy and personal data of individuals with whom we interact. This Privacy Policy explains how we collect, use, store and protect personal information and outlines our commitment to complying with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.
Personal Data and Privacy
Conference Oxford is committed to protecting the privacy and security of personal information and to processing personal data in accordance with applicable data protection legislation.
We keep your information secure and share it only with Conference Oxford member venues that may be able to meet the requirements of your enquiry. This enables venues to respond directly to you regarding availability, suitability and event proposals.
If you have any questions regarding this Privacy Policy or the way in which your personal information is processed, please contact:
Conference Oxford
Email: enquiries@conference-oxford.ox.ac.uk
Telephone: +44 (0)1865 276190
The legal basis for processing personal data is that it is necessary in order for us to provide our venue-finding and enquiry service, respond to enquiries, and facilitate communication between event organisers and Conference Oxford member venues.
Where you subscribe to our newsletter or request marketing communications, we will rely on your consent. You may withdraw your consent at any time.
Information We Collect
Conference Oxford may collect and process the following personal information:
- Name
- Organisation or company name
- Email address
- Telephone number
- Postal address (where provided)
- Event information, including event type, dates, delegate numbers, accommodation requirements and venue requirements
- Information provided through enquiry forms, emails, telephone calls or other correspondence
- Newsletter subscription preferences
- Website usage information collected through cookies, analytics tools and server logs
We only collect information that is necessary to provide our services and fulfil the purposes outlined in this policy.
How We Use Personal Information
We collect and process personal information for the following purposes:
- Responding to venue enquiries and providing our venue-finding service.
- Sharing relevant enquiry information with suitable Conference Oxford member venues.
- Arranging site visits and supporting the planning of events.
- Communicating with users regarding enquiries, bookings and related services.
- Administering newsletter subscriptions and other communications requested by users.
- Monitoring and improving the effectiveness of our website and services.
Data Protection Principles
Conference Oxford complies with data protection legislation and is guided by the following principles:
- Processed fairly, lawfully and in a transparent manner
We collect and process personal data only where there is a lawful basis to do so. We are clear about what information we collect, why we collect it, how it will be used and who it may be shared with. - Used only for limited, specific stated purposes
Personal data is used solely for the purposes for which it was collected. Information submitted through our enquiry service is shared only with Conference Oxford member venues that may be able to meet the requirements of the enquiry. We do not use personal data for unrelated purposes. - Adequate, relevant and limited to what is necessary
We only collect the personal information necessary to provide our services and fulfil the purposes outlined in this policy. We do not request or retain excessive information. - Accurate and, where necessary, kept up to date
We take reasonable steps to ensure personal data is accurate and up to date. Individuals may contact us at any time to correct or update their information. - Not kept for longer than necessary
Personal data is retained only for as long as necessary to fulfil the purpose for which it was collected, to meet legal or contractual obligations, or to resolve enquiries and disputes. Information is securely deleted when no longer required. Conference Oxford's retention periods are set out in Section 8 of this policy. - Protected through appropriate security measures
We implement appropriate technical and organisational measures to safeguard personal data against unauthorised access, disclosure, alteration, loss or destruction. Access to personal data is restricted to authorised personnel and those who require access in order to deliver Conference Oxford services.
Third-Party Service Provider
Conference Oxford uses Processfoundry Ltd (t/a Olamalu) to provide and maintain its website and enquiry management system. Olamalu processes personal data on behalf of Conference Oxford solely for the purpose of delivering and supporting these services. Appropriate contractual arrangements are in place to ensure that personal data is processed securely and in accordance with applicable data protection legislation.
Sharing Your Information
Conference Oxford may share personal data with:
- Conference Oxford member venues that may be able to meet the requirements of an enquiry submitted through our website.
- Olamalu, for the purpose of supporting our website and enquiry management system.
- Regulatory bodies, law enforcement agencies or other authorities where required by law.
We do not sell personal data to third parties or share it for unrelated marketing purposes.
Retention of Personal Data
Conference Oxford retains personal data only for as long as necessary to fulfil the purpose for which it was collected and to meet legal, contractual and operational requirements.
As a general guide:
- Venue enquiry records are retained for five years.
- Information relating to confirmed events is retained for five years.
- Newsletter subscription information is retained until an individual unsubscribes or requests removal.
Personal data will be securely deleted or anonymised when it is no longer required.
Complaints
We hope to resolve any concerns directly. However, you also have the right to raise concerns with the Information Commissioner's Office (ICO).
Cookies and Website Analytics
The Conference Oxford website uses cookies and similar technologies to ensure the website functions effectively, improve user experience and help us understand how visitors use the website.
Cookies are small text files placed on your device when you visit a website. They help websites function correctly, remember user preferences and provide information about how visitors interact with the site.
Where required by law, users will be given the option to manage their cookie preferences through our cookie consent mechanism.
Google Analytics
Conference Oxford uses Google Analytics to collect anonymous information about how visitors use the website. This includes information such as pages visited, time spent on the website and how visitors navigate through the site.
The information collected helps us monitor website performance, understand how visitors use our content and improve the overall user experience.
We do not use Google Analytics to identify individual visitors.