Privacy Policy

The Oxfordshire Branch of the Campaign to Protect Rural England – privacy policy

Our privacy and cookie policy

The Oxfordshire Branch of CPRE, the countryside charity, to promote and encourage for the benefit of the public the
improvement and protection of the English countryside and in particular that of Oxfordshire, and its city, towns and
villages and the better development of the rural environment. We could not do this without support from people like
you, and we are committed to protecting both your data and your privacy.

We want you to feel assured that any information you give us is held securely and safely, whether you are working for
us, supporting us through membership, campaigning, donations, volunteering, fundraising or events.
This policy outlines what data we collect, how we may use it and how we keep your data safe.

‘We’ or ‘us’ means the Oxfordshire Branch of the Campaign to Protect Rural England (“CPRE Oxfordshire”), 20 High
Street, Watlington, OX49 5PY. Registered Charity 1093081, registered company number 4443278, ICO registration
ZZA444671.

This Privacy and Cookie policy seeks to comprehensively cover the key areas relating to personal data held by CPRE
Oxfordshire, but in the interests of clarity it is not an exhaustive list of all our policies and practices in these areas.
This policy will change from time to time, as we keep up to date with legislation and regulation and to remain aligned
with any relevant changes in our programmes and operations. If material changes are made, we will notify you by
placing a prominent notice on the website. You can keep up to date by visiting these pages.
This text was last updated in April 2022

Getting in touch

You have the right to ask for a copy of the information we hold about you and to have any inaccuracy in your
information corrected. You also have the right to ask us to delete any personal information we hold about you. In
some cases, we may be unable to delete data, such as if it is required for tax or Gift Aid purposes. In these cases, we
will ensure that you are removed from future communications and processing. We are committed to ensuring you
receive only those communications you choose.

You can access your personal data held by us or request to receive your information in part or its entirety in machine
readable format.

For all questions or concerns regarding our Privacy Policy or the processing of your personal information, please do get
in touch. You can write to:
The Data Protection Lead
CPRE Oxfordshire
20 High Street
Watlington
OX49 5PY
You can email administrator@cpreoxon.org.uk, or call 01491 612079.

Cookie consent

By using our website, joining or donating to us, you agree that, unless you have set your computer’s browser to reject
them, we can place the types of cookies set out below on your device and use that data in accordance with this policy.
For more information about how we use cookies on this site, please review our – Cookie Policy below.

Why and how we collect your data

When you give it to us directly

The vast majority of personal data we hold is given to us directly by our campaigners, supporters, volunteers, people &
organisations in the course of them interacting with our services, websites or fundraising activities.

When we are working with a third party

We may work with events, or fundraising sites such as Just Giving or Virgin Money Giving. These independent third
parties will only share your data with us when you have given permission for CPRE Oxfordshire to contact you.

When your information is available publicly

We may combine information that we already have about you with information available publicly or information
available from external sources to gain a better understanding of you. This includes the use of profiling and screening
techniques to ensure communications are relevant and timely, and to provide an improved experience for our
supporters. Profiling also allows us to target our resources effectively, which supporters consistently tell us is a key
priority for them. We do this because it allows us to understand the background of the people who support us and
helps us to make appropriate requests to supporters who may be able and willing to give more than they already do.
Importantly, it enables us to raise more funds, sooner, and more cost-effectively, than we otherwise would.

When building a profile, we may analyse geographic, demographic and other information relating to you in order to
better understand your interests and preferences in order to contact you with the most relevant communications. In
doing this, we may use additional information from third party sources when it is available. Such information is
compiled using publicly available data about you, such as Companies House, the Land Registry website or information
that is published in articles and newspapers.

In some situations, we may update our supporters, clients & volunteers’ personal information using partners, for
example, to check we have a valid and deliverable postal address, or to check if you are registered with the Telephone
Preference Service (TPS) or Fundraising Preference Service (FPS).

Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter,
you might give us permission to access information from those accounts or services.

You can opt out of your data being used in any of the above-mentioned ways at any time by contacting us at
administrator@cpreoxon.org.uk or calling 01491 612079.

What data we collect

Personal information is any data that can be used to identify you. It can include, but is not limited to, any of the data
listed below.
Data protection law recognises that there are sensitive categories of personal information, such as health information,
racial or ethnic origin, or religious beliefs or other beliefs. We would only collect sensitive personal information where
there is a clear need to do so such as health information to enable participation in a challenge event. Before we
collect any sensitive personal information, we will make it clear what information we are collecting and the purpose
we are collecting it for.

Information we collect from you directly or from third parties with whom we work, may include:
• name
• address
• email address
• telephone number
• contact preferences
• bank account details for setting up a regular direct debit
• credit card details for processing credit card payments
• employer details for processing a payroll gift
• taxpayer status for claiming Gift Aid
• National Insurance number
• marital status
• health history
• date of birth, age, and/or gender.
We do not use cookies to collect this type of information.

We may also collect and process information about your interactions with us, including details about our contacts with
you through email, SMS, post, on the phone or in person. This might include the date, time, and method of contact,
details about donations you make to us, events or activities that you register for or attend or any request for support.
We may also collect and record other relevant information you share with us about yourself, such as your interests or
your affiliations with National CPRE, other charities, community or campaign groups, your council or planning team.

Children’s data

We are committed to protecting the privacy of children and young people who volunteer with us, fundraise for us, and
used for publicity purposes including marketing materials, attend events organised by us or engage on our website.
Where necessary we will obtain the consent of a parent or guardian in order to collect and use personal data of
children.

If you are a child and would like to get involved with CPRE Oxfordshire, please obtain your parent or guardian’s
consent before sending any personal information to any website or CPRE Oxfordshire. Where we have activities for
those under 18 we will ask your age. Please ensure you speak to your parent or guardian before taking part in these
activities.

How we use your data

Campaigning for a beautiful, living countryside is something we cannot do without the help of people who share our
passion. Raising funds, running campaigns and involving as wide a range of people as we can in our activities is hugely
important to us.

We try to offer diverse ways to support and get involved, and use a range of channels to suit supporter preferences,
such as our website, postal, email and telephone appeals, and postal and email newsletters and information
publications. We may create profiles and database segmentation to ensure communications are relevant and timely
and to provide the best possible experience for our supporters. We may also invite supporters to participate in
research occasionally. We will always ensure we have your consent before contacting you by email or text for
marketing purposes. We may telephone you provided you have given us your permission to do so, with campaign
updates, membership renewal requests and occasional appeals. If you have not given us your permission we will not
telephone you for these marketing purposes.

The law allows personal data to be legally collected and used by an organisation if it is necessary for a legitimate
business interest of the organisation – as long as its use is fair and balanced and does not unduly impact the rights of
the individual concerned. We will send relevant marketing by post on the basis that it is within our legitimate interests
to do so. If you feel you would like to reduce the amount of post you receive from us or prefer not to receive postal
marketing at all, contact administrator@cpreoxon.org.uk or call 01491 612079.

If you have contacted national CPRE and requested not to receive post from CPRE Oxfordshire you will not receive
information materials such as the CPRE Oxfordshire magazine, invitations to member events or local campaigns. You
will receive this information if you have consented to CPRE Oxfordshire contacting you by email. Please note we will
continue to post legally required documents such as voting papers and AGM notifications.

Data sharing within CPRE network

Membership subscriptions are managed by national CPRE. National CPRE will share membership data supplied by you
(or collected about you) with other parts of the CPRE network. There are 44 local groups, two of which form part of
the National Charity.

The CPRE network is supported by the national CPRE and together we deliver CPRE’s charitable objectives to protect,
promote and enhance the English countryside. 

When you become a member of CPRE, you join both the National CPRE and your local CPRE branch in this case CPRE
Oxfordshire. The branch is automatically allocated according to your place of residence – or you can specify a
preference at any time during your membership. Members of CPRE Oxfordshire are also allocated to a District
Committee according to which planning authority your residence falls under. National CPRE will share your contact
details with us so that we may keep you informed of local news and events, invite you to our Branch & District Annual
General Meetings.

For non-members in the course of interacting with our services, websites or fundraising activities, we may share your
data within the CPRE network.

You can choose not to receive certain communications from CPRE Oxfordshire branch at any time by contacting the
Supporter Care
CPRE, the countryside charity
15-21 Provost Street
London, N1 7NH
supportercare@cpre.org.uk or call 020 7921 2870

Or
The Data Protection Lead
CPRE Oxfordshire
20 High Street
Watlington
OX49 5PY
You can email administrator@cpreoxon.org.uk, or call 01491 612079.

This policy applies to only your interactions with CPRE Oxfordshire. National CPRE and the independently registered
local groups each have their own privacy policy.

Data sharing with third parties

We do not share, sell or swap your information with other organisations for their own marketing purposes. We will
share membership & other data within the CPRE network as described above.

There are a number of legitimate situations where we may share your information with third parties whom we have
contracted to fulfil specific services for us. This will include organisations such as mail fulfilment houses and email
broadcasters who will send out our marketing materials on our behalf. In all of these situations we set up a written
contractual agreement that will ensure that those organisations can only use the data provided for the specific
purposes we direct them to do, and that they have in place strict security requirements in order to protect your
personal information.

We may disclose your personal information if we are requested or required to do so by a regulator or law enforcement
or to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to
protect CPRE Oxfordshire, for example in cases of suspected fraud or defamation, or to comply with any other
applicable legal obligation.

Where you have agreed to receive email marketing communications from national CPRE, they may provide your email
address or mobile phone number in an encrypted format to social media companies, such as Facebook or Twitter, or
to digital advertising networks that are providing services to us by displaying our advertising to you on those social
media platforms and other websites, as well as identifying audiences with interests similar to yours. You can opt out of
your data being used to display advertising to you by contacting our data protection lead as described above.
However, this will not prevent our advertisements being shown to you on a randomised basis or based on cookie data
and may mean that you stop receiving more general marketing communications from us.

Keeping your personal information safe

We take appropriate physical, electronic and managerial measures to ensure that we keep your information secure,
accurate and up to date.
Although we use appropriate security measures once we have received your personal information, the transmission of
information over the internet is never completely secure. We do our best to protect personal information, but we
cannot guarantee the security of information transmitted to our website, so any transmission is at the user’s own risk.

How long will we keep your data

We remove personal data from our systems in line with our data retention policy. The length of time each category of
data will be retained will vary on how long we need to process it, the reason it is collected, and in line with any
statutory requirements.

After this point the data will either be deleted or rendered anonymous. In certain specific situations, for example
where a supporter has kindly pledged a legacy to CPRE in their Will, we will maintain their details up to the time when
we need to carry out the legacy administration and communicate effectively with their family.

Some of the reasons why we may contact you
• Process membership subscriptions, donations or other payments
• Set up or alter a direct debit payment
• Notify you of opportunities to get involved in your local area e.g. volunteering opportunities
• Ask you to support one of our campaigns e.g. signing a petition or lobbying your MP
• Ask you to donate to one of our appeals
• Reclaim tax on your donations by claiming Gift Aid
• Send you publications such as Oxfordshire Voice
• Update you on campaigns through email newsletters
• Invite you to take part in a raffle or other gaming opportunity
• Participate in fundraising events
• Making or changing your Will
• For market research
• Response to a query
If at any time you wish to change the information you receive from us or how you are contacted for marketing
purposes you can let us know, by calling CPRE Oxfordshire on 01491 612079, emailing
administrator@cpreoxon.org.uk, or writing to our Data Protection Lead at the address above.

Cookie policy

What are cookies?

Cookies are text files containing small amounts of information which are downloaded to your device when you visit a
website. Cookies are then sent back to the originating website on each subsequent visit. Cookies are useful because
they allow a website to recognise a user’s device and help the owner of the website improve the user’s experience of
the site.
You can find more information about cookies at: www.allaboutcookies.org/ and www.youronlinechoices.eu/ for a
video about cookies visit www.google.co.uk/policies/technologies/cookies

Does CPRE Oxfordshire’s website use cookies?

Yes. If you visit our website, we use cookies to record information about:
• the areas of the website you visit
• the amount of time you spend on the site
• whether you are new to the site, or have visited it before
• the country, region, city and/or borough associated with your IP address or device
• how you came to our website – for example, through an email link or a search engine
• the type of device and browser you use
• how you use the website and the quality of your experience – for example we may track your bandwidth when
viewing videos
• how you interact with our donation and sign-up forms – for example what you select as your communication
preferences
• any error messages that you receive on the site.

We use cookies to track how visitors come to our site. For example, we use marketing or referring tracking codes in
internet addresses (URLs) to show us whether a visitor has come to our site via a link on a referring website or in a
specific piece of marketing and to give us insight into the effectiveness of our marketing. Although not through
cookies, we do measure the success of the emails we send – so we know what subject lines and stories people liked
the most. We don’t share this information.

Some of this information may be used by third party cookies to target you with relevant advertising (see below).
However, you can choose to use our website anonymously without giving us any information. Please see ‘Changing
your cookie preferences’ below.

Types of cookies

We use ‘first party cookies’. These are cookies served directly from our website to your computer and are often used
to recognise your computer when it revisits our site and, in some cases, to remember your preferences as you browse
the site.
Cookies may be either ‘session cookies’ or ‘persistent cookies’. Your computer automatically removes session cookies
once you close your browser. Persistent cookies will survive on your computer until an expiry date specified in the
cookie itself, is reached. Most of our cookies are persistent.

Categories of cookies we use – checked April 2022

We have assessed our cookies based on ICC UK Cookie Guide. Most of our cookies fall into categories 1 and 3.Strictly necessary cookies: these cookies are essential for the user to move around the website and to use its
features.

Performance cookies: these cookies collect information about how the user makes use of the site, e.g. which
pages the user visits most. These cookies do not collect information that identifies the user.

Functionality cookies: these cookies remember choices made by or attributes of the user and enhance the
features and content you experience during your visit to our website, such as appeals visited or your location.
This cookie is also used to remember a user’s preferences for a font size, or customisable parts of a web page.

What information does CPRE collect using cookies?

We may collect some, or all, of the information available from cookies when you visit our website, depending on how
you use it. We monitor how people use our website, so we can improve it. We collect this information anonymously.
We use a standard type 1 cookie. This contains no personal information, but tells us if that device has visited before. If
you log in to our local group area, however, the cookie will be able to identify the user and which user groups they
belong to. Note that this data is not stored in the cookie itself. The session data on the website expires and is
removed after about 120 minutes of inactivity.

We use session cookies on the pages where you interact with us to give us money, either as a donation or paying
membership, or take an e-action, because they allow you to proceed through pages quickly and easily without having
to authenticate or reprocess on each page. This means you can link up pages, or use multiple pages, for your actions
and donations. However, when you close your browser, the session cookie is lost.

Facebook Pixel is also loaded on every page. The Facebook and Twitter and other social media share buttons don’t
themselves generate cookies and are not tracked, but we note the URL of the site you came from to us, as it would be
for any link to a third-party site. Pages with embedded Twitter feeds store several cookies for user tracking purposes.
Pages with embedded media store a number of small cookies for user tracking and for saving user preferences.
Changing your cookie preferences
The ‘Help’ menu in the toolbar of most web browsers will tell you how to change your browser’s cookie settings,
including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether.
Below are links to the most common browsers to help you make any changes:
• Firefox cookie management
• Chrome cookie management
• Safari cookie management
• Internet Explorer cookie management

Website statistics analytics, testing and personalisation

Google Analytics, a web analytics service provided by Google, Inc. (‘Google’). Google Analytics uses ‘cookies’, which (as
discussed above) are text files placed on your computer, to help CPRE analyse how users use the site. The information
generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by
Google on servers in the United States. Please read Google’s privacy policy if you are concerned about this.

CPRE Oxfordshire has no influence over Google’s activities but do note that Google has signed up to the US Privacy
Shield standard for protection of data which has been declared adequate by the EU commission. You can always optout of Google Analytics cookies here Google’s opt-out tool. You should be aware that if you follow a link to another
website and give any personal information to another company, the uses to which that information may be put will be
determined by that third party privacy policy, we have no control over that third party.

List of cookies used on CPRE’s website

Cookie	Description	Duration	Type
PHPSESSID	This cookie is native to PHP applications. The cookie is used to store and identify a users’ unique session ID for the purpose of managing user session on the website. The cookie is a session cookie and is deleted when all the browser windows are closed.	–	Necessary
_ga	This cookie is installed by Google Analytics. The cookie is used to calculate visitor, session, campaign data and keep track of site usage for the site’s analytics report. The cookies store information anonymously and assign a randomly generated number to identify unique visitors.	2 years	Analytics
_gid	This cookie is installed by Google Analytics. The cookie is used to store information of how visitors use a website and helps in creating an analytics report of how the website is doing. The data collected including the number visitors, the source where they have come from, and the pages viisted in an anonymous form.	1 day	Analytics

How to find out more or make a complaint

To make a formal complaint about CPRE Oxfordshire’s approach to data protection or your privacy rights please
contact:
The Data Protection Lead
CPRE Oxfordshire
20 High Street
Watlington
OX49 5PY

You can email administrator@cpreoxon.org.uk, or call 01491 612079.

We will acknowledge your complaint within 3 working days and aim to provide a full response within 10 working days.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed,
you can complain to the UK Information Commissioner’s Office (ICO) which regulates and enforces data protection law
in the UK.

The ICO contact details are:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Registration number: ZA444671

If you would like more information, or have any questions about this policy, please contact CPRE Oxfordshire by email
at administrator@cpreoxon.org.uk or write to us at our address above.