Website Privacy Notice

The Oxford Policy Fellowship (“we”, “our”, or “OPF”) is committed to protecting and respecting your privacy.

OPF is a not-for-profit company established to provide governments with outstanding early-career legal and public policy advisors. The OPF is registered in England and Wales, at Level 3, Clarendon House, 52 Cornmarket Street, Oxford, OX1 3HJ, United Kingdom, with company number 9687433.

This privacy notice sets out how we collect Personal Data through our website (https://www.policyfellowship.org/), the types of Personal Data we collect, how we use it, and the rights that you have in relation to your Personal Data.

Should you need to contact us about any of the items in this notice, please email us at info@policyfellowship.org.

OPF will comply with all applicable data protection laws as they may vary from time to time, including  the UK Data Protection Act 2018 and the UK version of the General Data Protection Regulation (Regulation (EU) 2016/679) (“Applicable Data Protection Laws”). For the purposes of Applicable Data Protection Laws, OPF is a “Controller”. This means that OPF is responsible for deciding how we handle and use your Personal Data.

What we mean by Personal Data

In this privacy notice, any information relating to an identified or identifiable natural person (a “Data Subject”) is Personal Data (“Personal Data”). An identifiable natural person is one who can be identified, directly or indirectly, by reference to a set of information.

Some Personal Data is deemed to be more sensitive (“Special Category Data”). Special Category Data includes information that reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic data, biometric data, data concerning health and data concerning a person’s sex life or sexual orientation. OPF does not collect or Process any Special Category Data through its website.

What we mean by Processing

Processing means any operation or set of operations which is performed on Personal Data or on sets of Personal Data. This is a broad definition, and includes the collection of Personal Data, the organisation or storage of Personal Data, the disclosure or transfer of Personal Data, the use of Personal Data and the deletion of Personal Data.

How we collect Personal Data

We collect and hold Personal Data from Data Subjects, when they: use our website; enquire about our activities; or otherwise provide us with Personal Data.

We do not knowingly collect Personal Data relating to children under the age of 16 through our website. If we obtain actual knowledge that any Personal Data we collect has been provided by a child under the age of 16 we will promptly delete that data.

The Personal Data we collect about you

We may collect and Process the following data about you:

Personal Data you give us.

This is Personal Data about you that you give us by filling in forms on our site or by corresponding with us by phone, e-mail or otherwise. This may include Personal Datawe receive about you if you use any of the other websites we operate or the other services we provide.

The types of Personal Data we may collect include: 

• your name;
• your e-mail address;
• your postal address; and
• your telephone number (including mobile number).

Website usage information.

We may collect the following Personal Data each time you visit our website:

• technical information; and
• information about your visit, including information about the way you use the website.

We do not use information gained in this manner in a way that any individual can be identified, and will use it to understand our users better, and to determine aggregate trends. We may share this kind of aggregate data with selected third parties to assist with these purposes.

How we Process your Personal Data

The legal basis that we rely upon to Process your Personal Data will depend on the circumstances in which it is collected and used. The legal basis will be one of the following:

• you have provided consent for us to use your Personal Data in a particular way;
• the Processing is necessary for compliance with a legal obligation we have; and/or
• the Processing is necessary for our legitimate interests, for example carrying out our not-for-profit objectives.

Personal Data you give to us.

Personal Data that you give us may be Processed to answer your questions and enquiries.

We may also use your Personal Data for other purposes which we will specifically notify you about and, where appropriate, obtain your consent.

Website usage information

We will use information collected in respect to your website usage in the following ways:

• to administer and protect our website;
• to improve our site to ensure that content is presented in the most effective manner for you and for your device;
• to allow you to participate in interactive features of our service, when you choose to do so; and
• to make suggestions and recommendations to you and other users of our site about services that may interest you or them.

Protection of your Personal Data

We take appropriate measures to ensure that the Personal Data you provide to us is kept secure, and to prevent unauthorised disclosure of your Personal Data.

Please note that the transmission of information via the internet is not completely secure. Whilst we put in place measures to protect your Personal Data, OPF cannot guarantee the security of information transmitted to our website. Accordingly, OPF is not responsible for the security of information transmitted via the internet and any such transmission is at your own risk.

Disclosure of your Personal Data

Your Personal Data will not be sold to any third party organisations.

We may share your Personal Data with:

• Our parent company, Oxford Policy Management Ltd.
• Selected third parties including:
  • business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you; and
  • analytics and search engine providers that assist us in the improvement and optimisation of our site.

We may have to disclose your Personal Data in order to comply with a legal obligation we have.

We may also share your Personal Data with our legal advisers for the purposes of obtaining advice and the protection of our legal rights.

Where we store your Personal Data:

The data that we collect from you may be transferred to, and stored at, a destination outside the UK. It may also be Processed by staff operating outside the UK who work for us or for one of our suppliers. Whenever we transfer your Personal Data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• we will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data; or
• where we use certain service providers, we may use specific contracts approved for use in the UK which give Personal Data the same protection it has in the UK.

Please contact us if you want further information on the specific mechanism used by us when transferring your Personal Data out of the UK.

Your rights and the ability to complain

If you are in the UK or the EEA, you have a number of rights relating to your Personal Data under Applicable Data Protection Laws. These include the right to:

• access a copy of the Personal Data we hold about you;
• rectify inaccuracies in the Personal Data we hold about you;
• in certain circumstances, have the Personal Data we hold about you erased;
• in certain circumstances, restrict the Processing of your Personal Data;
• in certain circumstances, object to the Processing of your Personal Data;
• transfer the Personal Data we hold about you to another entity; and
• withdraw any consent you have provided for the Processing of your Personal Data.

If you would like to exercise any of your rights under Applicable Data Protection Laws, or complain about the way OPF is using your Personal Data, please contact us at info@policyfellowship.org.. If we are unable to resolve your complaint you can contact the UK Information Commissioner’s Office.

Retention of Personal Data

Your Personal Data is kept only for so long as is necessary to fulfil the purposes for which we collected it, and/or for as long as is necessary for the legitimate purposes of our legal rights and obligations. After such time, we will delete your Personal Data from our systems and require that anyone to whom we have transferred your Personal Data also delete it.

Third-party links

OPF’s website includes links to sites not owned or managed by us. Clicking on those links may allow third parties to collect or share information about you. We cannot be held responsible for the privacy of information collected by websites not managed by us. When you leave our website, we encourage you to read the privacy notice of every website you visit.

Changes to this notice

We reserve the right to change this privacy notice from time to time, so please check it periodically. This notice was last changed on [insert date].

Cookie Notice

OPF’s website uses a small number of cookies.

What are cookies?

Cookies are small text files (letters and numbers) that are stored on your browser or the hard drive of your device, if you agree. Cookies contain information that is transferred to your device’s drive. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to us about the people who use our website, https://www.policyfellowship.org/

You can find out more about cookies at:

• www.allaboutcookies.org and www.youronlinechoices.eu  if you are in Europe; or
• www.aboutads.info/choices if you are in the United States of America.

How do we use them?

Our website uses cookies to distinguish you from other users of our website and to provide you with a good experience when you browse it.

What types of cookies do we use?
We use the following cookies:

Necessary Cookies: Necessary cookies are essential for the website to function properly. This category only includes cookies that ensure basic functionality and security features of the website. These cookies do not store any Personal Data.

Non necessary (analytics/performance/advertisement cookies): these cookies may not be necessary for the website to function, but are used specifically to collect user-Personal Data via analytics and embedded content. We use Google Analytics to track user analytics: you can view details on Google Analytics’ use of data here. To enrich our content, we may embed video content from websites such as YouTube. As a result, when you view such embedded content embedded a cookie may be set.

You may decline to accept these cookies, though this may affect some website functionality.

How do I change my cookie settings?

You can prevent cookies from being set onto your device by selecting the appropriate settings on your browser. Most browsers will tell you how to stop accepting new cookies, how to be notified when you receive a new cookie and how to disable existing cookies. This process can be completed in the most common browsers as set out below:

• on Microsoft Internet Explorer this can be done by selecting Tools> Internet Options> Privacy> Settings> Advanced;
• on Firefox, this can be done by selecting Tools> Options> Privacy> Cookies;
• on Google Chrome, this can be done by selecting Settings> Privacy and security> Site Settings > Cookies and site data; or
• on Safari, this can be done by selecting Preferences> Privacy.

For further information on how to change your cookie preferences, click “help” on your browser’s menu or visit www.allaboutcookies.org. Please note that without cookies, you may not be able to access or take full advantage of all our website’s features.

Most browsers also allow you to view websites in “private mode”, which deletes cookies after you visit the site. To learn more about activating “private mode”, please read the help section of your browser. You can still visit our website if your browser is in “private mode”, but the user experience may not be optimal and some functions may not work.

If you want to remove previously stored cookies, you can manually delete cookies at any time. This will not prevent our website from placing further cookies on your device, however, unless and until you adjust your browser settings as described above.

Changes to Our Cookie Notice

Any changes to our cookie notice will be posted on our website.

Contact

Any queries or concerns about the use of cookies on this website should be sent by email to info@policyfellowship.org.