Privacy Policy

Oxford Contemporary Music (OCM) is committed to protecting any personal data we hold. We will use the information that we collect about you in accordance with the Data Protection Act 1998, the Privacy and Electronic Communications Regulations 2003 and the General Data Protection Regulation.

OCM (Oxford Contemporary Music) is a company limited by guarantee and a registered charity (no. 1062845).

This privacy policy explains how and why we obtain, use and protect any personal information.

 

  1. Why we hold and process personal data

We hold and process personal data for a number of reasons:

  • To send our subscribers marketing information about our event news, fundraising activities, volunteering opportunities, and professional news, where we have their consent.
  • To fulfil contractual obligations entered into with customers e.g. online ticket purchases
  • To keep a record of donations made by our supporters and our communications with them.
  • To claim gift aid on donations
  • To support volunteers
  • To ensure we do not send unwanted information to anyone who has informed us they do not wish to be contacted.

 

  1. When and why we will send you marketing communications

OCM will only contact you for marketing purposes (e.g. event news, fundraising activity) where we have your consent.

If you have given your consent, we will send you information about event news, fundraising, volunteering or news for professionals. Occasionally, we may include information in these communications from partner organisations or organisations who support us.

You can sign up to our marketing communications via the “Mailing List” section of the OCM website (www.ocmevents.org), via sign up forms on our social media pages (such as Facebook), or in person at our live events.

We will not send you marketing material if you tell us you do not want to receive it. See section 9 to see how.

 

  1. How and when we collect information

When you give us your data DIRECTLY

  • We collect information about you when you sign up to our mailing lists, book tickets for our events, or make a donation. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions and communicate with us.
  • We maintain a record of your transaction history, but we currently use box office platforms or agents, which means we never store your full card number (although we may keep a note of the last four digits to help us identify transactions).
  • We keep a record of the emails we send you, and we may track whether you receive or open them to help us make future emails more relevant.

When you give us your data INDIRECTLY

  • Your information may be shared with us by independent box office agents like Eventbrite or venue/partner box offices. It is necessary to share this information so that OCM can have the correct ticket information to run our events on the night. 
  • Your information may also be shared with us by independent fundraising sites like Total Giving or Just giving if you make a donation to Oxford Contemporary Music, but only when you have indicated that you give your consent to hear from us. You should check the Privacy Policy when you provide your information to understand fully how these organisations will process your data.

When you access OCM’s Social Media

We use social media to publicise our activity. On occasion we may reply to comments or questions you make to us on social media platforms. You may also see adverts from us on social media that are tailored to your interests.

Depending on your settings or the privacy policies on social media and messaging services like Facebook or Twitter, you might give third parties (like Oxford Contemporary Music) permission to access information from those accounts or services. To change your settings on these services, please refer to their privacy notices, which will tell you how to do this.

When we use cookies

Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. OCM’s website (www.ocmevents.org) only uses anonymous cookies, which means it does not collect personal data. These are for PHP garbage collection and site caching, both of which are collected only to ensure the website runs correctly. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However in a few cases some of our website features may not function as a result.

 

  1. What information OCM might collect

We only collect personal data relevant to the type of transactions you have with OCM. For example, when you purchase a ticket, make a donation, sign up to our marketing communications, or you telephone, email or write to OCM, or engage with OCM 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 (e.g. booking a ticket) with details such as your name, email address, postal address, and contact number.

Sensitive Personal Data

We do not collect sensitive personal data (e.g. health status, age, gender etc.), unless there is a clear reason for doing so. An example of this is our audience surveys, which help us to better understand the demographic of our audiences in order to measure the impact and reach of our activities. Clear notices will be provided on surveys, or other forms collecting sensitive data, so that it is clear what information we need and why we need it.

All sensitive personal data is stored securely and is only accessible to the necessary and relevant staff. 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.

 

  1. How will we use the information about you

OCM will use your personal information for the following purposes:

Administrative reasons:

  • If you book a ticket or make a donation we may need to contact you for reasons relating to the completion of the transaction or additional details about the event.
  •  To confirm receipt of purchases or donations.
  • In relation to correspondence you have entered into with us whether by letter, email, phone, social media, message board or any other means and to contact you about any content you provide.
  • For internal record keeping so as to keep a record of your relationship with us
  • To implement any instructions you give to us with regard to withdrawing consent to send marketing information or informing us through the Fundraising Preference Service that you do not wish to receive fundraising information.

For marketing and fundraising reasons:

  • We use this data, if you agree, to email you about events, other activity or information you asked for.
  • We may use your booking history to tailor the correspondence we send to you.

Also see section 2.

For market research:

  • To invite you to participate in surveys or research about OCM or our work (participation is always voluntary)
  • To analyse and improve activities and content offered by the OCM email communication, website and social media pages.
  • We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

 

  1. How we keep your details secure

Your personal data will be held and processed on Oxford Contemporary Music’s systems. Your data is always held securely. Access to personal data is controlled and only made visible to members of staff who have a reason to work with it.

 

 

  1. Third Parties

We will only use your information within OCM for the purposes for which it was obtained. We will not share or sell personal details to any third parties for their own marketing purposes, and you will not receive marketing from any other companies, charities or organisations as a result of giving your details to us.

OCM’s partners

Many of OCM’s events are produced and presented in partnership with other companies. We will let them know about your booking and, if necessary for the running of the event, will share your name and contact details.  This data sharing will always be done securely and in line with Data Protection law. They can’t contact you unless you have consented to joining their mailing list.

Sharing anonymised information

We share anonymised personal information with Audience Finder (audiencefinder.org) and funders such as Arts Council England (www.artscouncil.org.uk), who analyse the data to help us better understand our audiences and the impact of the public investment made in Oxford Contemporary Music.

Where legally required

We may need to disclose your details if required to by the police, regulatory bodies, or legal advisors, subject to such bodies providing us with a relevant request in writing.

We will only share your data in other circumstances if we have your consent.

 

  1. How long we keep personal data

We hold personal information on our systems for as long as is necessary for the relevant activity, for example we will keep a record of ticket purchases 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.

 

  1. Giving you control

Changing your preferences

If at any point you would like to change your preferences or opt out of these communications you can do so, either by following the “unsubscribe” instructions in the emails or by contacting Oxford Contemporary Music on 01865 484777 or victoria@ocmevents.org. If you signed up to receive emails, you will have received a confirmation email from Mailchimp with a link to change your email preferences. You can also change your preferences by contacting us on 01865 484777 or victoria@ocmevents.org.

If you have opted out of our communications, we may still get in touch to give you important information about an event booking.

Access to your information and correction

You have the right to request a copy of the information that we hold about you and to request that inaccuracies in your data are corrected.

You have the right to request us to stop processing your personal data.

You have the right to withdraw consent at any point.

If you would like to lodge a complaint with us please contact Victoria Larkin (full details at the bottom of this policy). You also have the right to lodge a complaint with Information Commissioner’s Office or the Fundraising Regulator.

 

  1.  Other websites

Our website contains links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

 

  1.  Changes to our privacy policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 4th April 2018.

 

  1.  How to contact us

Please contact Victoria Larkin if you have any questions about our privacy policy or information we hold about you:

Tel: 01865 48836

Email: victoria@ocmevents.org

Post to: OCM, Room 136 Headington Hill Hall, Oxford Brookes University, Oxford, OX3 0BP.