Oxfam Festivals Privacy Notice

Please note, this document refers to Oxfam Festivals policy only – for more information on Oxfam’s approach to privacy, see Oxfam's full privacy policy

Privacy Notice

Welcome to Oxfam. When you sign up for a festival, fill in your profile, and attend the event, we will collect information about you. This privacy notice explains what we do with your data and why.

What Type of Personal Information is Collected?

• Key Details
  Your name, email, photo, address, phone number, and date of birth.
• Unspent Criminal Convictions
  We ask you to declare if you have any unspent criminal convictions. We will then contact you confidentially to make sure we are able to support your application. Please note that unspent convictions are not an automatic disqualifier from volunteering, we will look at each case on an individual basis.
• Access Requirements
  Details you wish to share with us about a disability or your access requirements so that we can consider how to support you on site.
• Details of Medical Conditions and Medication
  Details of any medical conditions or medication that you would like to make us aware of.
• Your Friendship Group ID
  An ID number which identifies which other volunteers you wish to have the same shift times as.
• Emergency Contact
  Who we can contact should there be an emergency.
• Previous Relevant Experience
  Details of previous experience you have that is relevant to the volunteering role
• Travel Information
  When and how you plan to arrive at the festival.
• Details about Accompanying Children (those under the age of 18)
  If you are looking to bring children with you to a festival, your child’s name, date of birth, and photo, details on whether you have procured a ticket for them, and the details of who will be responsible for them when you are on shift.
• Comments
  We are able to save commentary about your application and volunteering. This may include notes on your attendance at the festival, records of conversations we have with you, and we may also store unsolicited feedback we receive about you from others.
• Financial Data
  Including deposit payment amounts and card details.
• Driving Licence Details
  For volunteers in roles that involve driving, we collect driving licence details include licence number, expiry date, endorsements and penalty points.
• Marketing Consent
  We will ask you to declare your preferences around if/how you would like to receive marketing updates from Oxfam GB.

Why is this Personal Data being Collected?

We need this personal data for the following reasons:

• Key Details
  We use this information to process your application, arrange your festival passes, identify you, keep a record of your volunteering history including details of your volunteering shifts, and to calculate your eligibility for repeat volunteer schemes. Your mobile number may be used to contact you on site or during the festival, should we need to reach you in an emergency, confirm your attendance, or speak to you about your volunteering. Your first name and last initial will also be used to identify you to other group members if you choose to participate in friendship groups.
• Photo
  Your photo is used as a visual identification and will be printed on your Oxfam Festivals ID card – this allows you access to our secure camp site.
• Unspent Criminal Convictions
  If you have any unspent criminal convictions, then we will confidentially contact you to discuss and make sure we can support your application
• Access Requirements
  Oxfam Festivals are open to everyone. This section is provided so that you can let us know if there is any support that you would need in order to facilitate your experience. Should you complete it, we will be in touch to discuss your requirements.
• Details of Medical Conditions and Medication
  Oxfam Festivals are open to everyone. This section is provided so that you can let us know if there is any support that you would need in order to facilitate your experience. Should you complete it, we will be in touch to discuss your requirements.
• Your Friendship Group ID
  We will use this ID number to match your shift times with your friends, where possible.
• Emergency Contact
  Oxfam Festivals has a duty of care to look after its volunteers, this includes being able to alert someone you designate in the event of an emergency.
• Previous Relevant Experience
  For stewarding, this helps us establish which role might be best for you. For shop and campaign roles, this information is used is part of the selection process.
• Travel Information
  At some festivals, we need to use this information to issue vehicle passes, reserve space for cars and campervans, and to arrange public transport. We will also ask for your registration plate so we can identify the owner of a vehicles on site if needed, and because this is needed at some festivals to issue vehicle accreditation.
• Details about Accompanying Children (those under the age of 18)
  We use these details to arrange your child’s festival passes (where applicable), to create their Oxfam ID so they can access our campsite, to identify them while onsite, and to ensure they have sufficient supervision and care during the festival.
• Comments
  Comments may be used to help us identify the most suitable volunteers for specific roles, to ensure the correct administrative fees and charges are applied to deposits, and to assist us when handling disputes. Please note that where feedback from others may result in us withdrawing the offer to volunteer in the future, we will endeavour to discuss this feedback with you as early as is practical.
• Financial Data
  To manage the collection and timely return of your deposit payment, as well as any deductions such as admin fees and donations.
• Driving Licence Details
  To insure you are appropriately qualified, if we are asking you to undertake a role which involves driving a vehicle.
• Marketing Consent
  We will use this information to determine if and how we should contact you about both festivals and Oxfam’s other work.

How is the Data being Collected?

This data will be collected using the following methods:

• Most information is collected by the Oxfam Festival Application site. You can also use this site to update some information.
• Financial details are collected by Stripe Inc, our payment processor.
• Details of your volunteering shifts and any comments are recorded by Oxfam staff or appropriately trained senior volunteers via our Festivals Management Application, either at a festival site or in the office.
• Some additional information is collected directly from you via telephone call or email. This includes additional details about your access requirements, driving licence details, information about any unspent criminal convictions, and details about any children you are bringing with you.

How will the Information be Used?

Your data will be treated in the following way:

• All the information you give us will be stored securely in Oxfam offices and encrypted IT systems and our contracted suppliers’ IT systems (where necessary for festival administration. It will be accessed by Oxfam Staff and appropriately trained senior volunteers for the purposes of administering our festival applications, onsite operations, and administrative processes.
• In some cases, we need to store a subset of your information (such as your name and email address) in the systems used by a festival to manage their tickets and accreditation.
• In some cases, we need to provide a subset of your information to the police (directly or indirectly via the festival organisers), so a PNC check can be undertaken.
• Oxfam Festivals payment services are provided by a company called Stripe Inc. Oxfam does not process or hold any payment information other than if a payment is successful and how much that payment was for. All details are held by Stripe Inc. and their Privacy Policy can be found here: https://stripe.com/gb/privacy.
• Very limited details (your name, details of your shifts, and in some cases your vehicle registration) will also be printed out on-site to allow us to administer volunteer arrival, accreditation, and shift attendance.

How Long will we Store the Information?

If we no longer need your personal information for the original purposes for which it was collected, we will delete/destroy it in accordance with our data destruction procedures, unless we have a legal obligation to retain personal information for a certain period.

• Information held in our systems that we use to identify you, details of any children you bring with you to the festival, the record your history with Oxfam Festivals including details of your volunteering shifts, will be kept for up to 7 years after the last year in which you apply to volunteer at a festival. After this, your data will be anonymised so it no longer identifies you personally.
• In the event that you are banned from volunteering with us, when anonymising your details, we will retain your name and email address so that we can uphold the ban. Information held in our systems relating to your access requirements, medical details, emergency contact information, reference details, and driving licence details will be deleted after no more than 12 months from the date it was collected.
• Information you provide related to unspent criminal convictions will be deleted once we have made a decision on supporting your application.
• Information you provide in relation to medical conditions or medication. This information will be retained until the end of the festival season, and then deleted.
• Information printed onsite to administer volunteer arrivals and shift attendance will be securely archived after the summer and destroyed after 7 years.

This personal information will not be used to send unsolicited newsletters or direct marketing.

Legal Basis for Processing Personal Data

Your data will be processed using a variety of legal bases, including consent, legitimate interest and vital interests. For more information see Oxfam’s full privacy notice or contact the Oxfam Festivals team using the details at the end of this notice.

Will Oxfam Share my Information with Anyone else?

Your data will be shared with :

• Teams within Oxfam responsible for administering Festival volunteering.
• We may need to share your information with service providers who help us to deliver our projects, fundraising activities and appeals, for instance through handling responses to our emergency appeals. These "data processors" will only act under our instruction and are subject to pre-contract scrutiny and contractual obligations containing strict data protection clauses. We do not allow these organisations to use your data for their own purposes or disclose it to other third parties without our consent and we will take all reasonable care to ensure that they keep your data secure.
• In some cases, we share some information with the event organisers, so they can manage accreditation, run security checks on all crew (such as PNC checks), and if your role involves driving, to confirm your licence details. Note: This does not give the event organisers the permission to use your data for marketing purposes.
• In some cases, a supplier contracted by the event to provide other services such as ticketing and wristband management.
• In some cases, a service that provides access to the The Police National Computer (PNC), if we need to run criminal record checks on all volunteers for that event.

How to Find Out More or Make a Complaint

If you have any further questions or comments concerning your privacy, wish to access your personal data held about you, delete, or update information we hold about you, please contact the Oxfam Festivals team on festivals@oxfam.org.uk or Oxfam’s Data Protection Officer at:

Data Protection Officer
  Oxfam
  Oxfam House
  Oxford
  OX4 2JY

You also have the right to see, update, restrict, object to the use of, or withdraw your data at any time and at no cost. If you wish to exercise any of these rights, please contact the Oxfam Festivals Team or Oxfam’s Data Protection Officer.

You have the right to lodge a complaint in relation to the processing of your data with the Information Commissioner’s Office, the public body responsible for information rights. More information can be found on their website at https://ico.org.uk, or you can write to them at:

Information Commissioner's Office
  Wycliffe House
  Water Lane
  Wilmslow
  Cheshire
  SK9 5AF