Privacy Policy

Privacy Policy

This Privacy Policy governs the manner in which the West Oxfordshire Business Awards (WOBA) collects, uses, maintains and discloses personal information collected from users (each, a “User” or “you”) of the www.woba.org.uk website (“Site”). This privacy policy applies to the Site and all services offered by WOBA.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy policy together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements the other notices and is not intended to override them.

Data Controller

West Oxfordshire Business Awards Limited is the data controller and responsible for your personal data (collectively referred to as “WOBA”, “We”, “us” or “our” in this privacy notice). If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact us using the details set out below.

Contact Details

Our full details are:

Full name of legal entity: West Oxfordshire Business Awards Limited

Email address: info@woba.org.uk

Postal address: Jamesons House, Compton Way, Witney, Oxfordshire, England, OX28 3AB

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Personal data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

  • Identity Data includes first name, last name, title
  • Contact Data includes address, email address and telephone numbers
  • Financial Data includes bank account details and credit card information
  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes awards you may have entered, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website.
  • Communications Data includes your communication preferences.

We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet service providers utilised and other similar information.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

How personal data is collected

We may collect personal data of Users in a variety of ways, including, but not limited to, Identity, Contact and Communications Data when Users visit our Site, fill out a form, enter an award, attend an event, register for our mailing list and in connection with other activities, services, features or resources we make available on our Site.

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our cookie information below for further details.

We may receive your Identity Data from third parties if your name is included in an award submission, referral or if you book on to an event using a third party provider such as EventBrite.  

If you fail to provide personal data

Users can always refuse to supply personal data, except that it may prevent them from engaging in certain Site related activities.

Web browser cookies

Our Site may use “cookies” such as Google Analytics to enhance User experience. User’s web browser places cookies on their hard drive for record-keeping purposes and sometimes to track information about them. User may choose to set their web browser to refuse cookies, or to alert you when cookies are being sent. If they do so, note that some parts of the Site may not function properly. Except for essential cookies all cookies expire after 2 years.

How we use collected information

WOBA collects and uses Users personal information for the following purposes:

  • To administer and judge the awards – We use the Identity and Contact Data that you provide in your award application to run the awards and to carry out the judging process. This is in our legitimate interests (to run the awards). By making an application for an award containing the personal data of another person you confirm that you have obtained their consent to do so. We will retain this data for up to 5 years after the awards in question.
  • To run events – We run events for West Oxfordshire business, charities and social enterprises to inform them about the awards and provide opportunities for networking. We use the Identity, Financial and Contact Data you provide when signing up for an event to enable you to attend. This is in our legitimate interests (to run events). We will retain this data for up to 5 years after the event in question.
  • To improve our Site – We continually strive to improve our website offerings based on your Profile, Technical and Usage Data. We will retain this data for up to 2 years after it was collected.
  • To send periodic emails – If you decide to sign-up to our mailing list or if you enter an award we will use your Identity, Contact and Communications Data to send you emails that may include news, updates or award and event information etc. If at any time you would like to unsubscribe from receiving future emails, you may do so by contacting us via our Site. We will retain this data for up to 2 years after the last email we send you or your request to be removed from our mailing list. If you ask to be removed we will retain limited personal data such as your name and email address indefinitely in order to ensure that we do not email you again.

Where you have signed up to our newsletter mailing list, you can change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us at info@woba.org.uk.

We use Mailchimp as our marketing platform. By ticking the box ‘Yes, I would like you to stay in touch by email’,  you agree that we may process your information in accordance with these terms and you acknowledge that your information will be transferred to Mailchimp for processing. Learn more about Mailchimp’s privacy practices at https://mailchimp.com/legal/

We may also need to process your personal data to comply with a legal or regulatory obligation.

Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

How we protect your information

We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, and data stored on our Site. In addition, we limit access to your personal data to those agents, contractors and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Sharing your personal information

We do not sell, trade, or rent Users’ personal identification information to others. We do share Users’ personal information with members of the WOBA team, WOBA sponsors and WOBA judges for the purpose of administering our activities and judging the awards. Details of WOBA finalists will be shared with the Oxfordshire Business Awards (OBA) for the purpose of entering WOBA finalists into OBA. Contact details for attendees at WOBA events are shared with other attendees for the purposes of networking.

We may also have to share your personal data with the parties set out below for the purposes described above:

  • service providers acting as processors based in the EEA, Switzerland and USA who provide event booking (EventBrite) and mail services (see “How we collection your information” above for further information about Mailchimp and its privacy policy).
  • professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
  • Third parties to whom we may choose to transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

We will not share your personal data with any other company for marketing purposes.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission.
  • Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
  • Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. Details of retention periods for different aspects of your personal data are set out in How we use collected information above.

In some circumstances you can ask us to delete your data: see Request erasure below for further information. In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Under certain circumstances, you have rights under data protection laws in relation to your personal data. You have the right to:

  • Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
  • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
  • Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
  • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
  • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
  • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
  • Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Changes to this privacy policy

WOBA has the discretion to update this privacy policy at any time. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge and agree that it is your responsibility to review this privacy policy periodically and become aware of modifications. This privacy policy was last updated on 23 August 2018