Privacy & Cookies

This Privacy and Cookies Policy sets out how we collect and use your data.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

By accepting our services you acknowledge you have read and understood this privacy policy.

For the purposes of European Economic Area data protection law, (the "Data Protection Law"), the data controller is On the Record.

1. Who we are

On the Record are an oral history, community heritage and creative production organisation. We are registered as a Community Interest Company in England and Wales under number 8087007.

We are committed to keeping our project participants, interviewees, volunteers, and colleagues’ data safe. We also want to make it clear what information we collect about you and how we use it.

2. Information we collect about you

We will collect and process the following personal data from you

Information you give us

This is information about you that you give us directly when you interact with us by filling in forms on our website or by corresponding with us by phone, e-mail or otherwise. The type and amount of data we collect and use will depend on why you have provided it.

  • Volunteering

When you volunteer with us we will collect personal information from you such as your contact details so that we can correspond with you. So that we can involve you in the project we may also ask you to provide us with data including, an equal opportunity monitoring form, a criminal record check (for posts involving work with vulnerable adults or young people), contact details of an emergency contact, medical conditions and access requirements.

We will collect this data from you directly and only with your specific consent. We will not pass on this information unless we are legally required to do so. The basis on which we will process this information is legitimate interest, and in the case of special category data on the basis of using it as a not for profit body in the course of our legitimate activities.  

  • Participating in one of our projects

When you take part in one of our projects we may collect personal data from you so that we can contact you about your involvement in the project. If you are interviewed for one of our projects we will record personal data from you in the form of an interview. We will record personal data in a recording agreement with you following the interview being recorded.

 We will collect this data from you directly and only with your specific consent. We will not pass on this information unless we are legally required to do so. The basis on which we will process this information is archiving in the public interest.

  • Joining our mailing list

If you sign up to join our mailing list via this website or via a mailing list form circulated at an event, we will collect your email address and name. In both instances, we use the email address you have provided as the address to send a newsletter to. You can withdraw your consent to receive these emails at any time by unsubscribing using the link at the bottom of each email.

Information we collect about you from your use of our website and mobile apps

We will automatically collect information from you each time you visit one of our websites/use our apps. This includes:

Technical Information

Technical information may include the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.

Information about your visit

Information about your visit may include the full Uniform Resource Locators (URL), clickstream to, through and from our website (including date and time), products you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page, and any phone number used to call our customer service number or social media handle used to connect with our customer service team.

3. How we use your information

We use information held about you in the following ways:

Information you give to us

We will use this information to:

  • Take steps in order to enter into any contract or carry out our obligations arising from any contract entered into between you and us including notifying you about changes to our service and processing any donations which you make through our website or post.
  • Provide you with information about our goods or services we feel may interest you, if you have given your consent to receiving marketing material from us at the point we collected your information, where required by law or otherwise in our legitimate interests provided these interests do not override your right to object to such communications.
  • Ensure in our legitimate interests that content from our website is presented in the most effective manner for you and for your computer and that we provide you with the information, products and services that you request from us.

Information we collect about you from your use of our website and app

We will use this information in our legitimate interests, where we have considered these are not overridden by your rights:

  • To administer our websites, our apps and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
  • To keep our websites and apps safe and secure.
  • For measuring or understanding the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
  • To improve our website to ensure that content is presented in the most effective manner for you and for your computer.
  • To allow you to participate in interactive features of our website and app, when you choose to do so.
  • To audit the use of our website and app.

4. How we protect your information

All information you provide to us is stored on our secure servers. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

It is advisable to close your browser when you have finished your user session to help ensure that others do not access your personal information if you use a shared computer or computer in a public place.

Our website may, from time to time, contain links to external sites. We are not responsible for the privacy policies or the content of such sites.

5. Your rights

You have the right under certain circumstances:

  • to be provided with a copy of your personal data held by us;
  • to correct any errors in that personal data;
  • to request the rectification or erasure of your personal data held by us;
  • to request that we restrict the processing of your personal data (while we verify or investigate your concerns with this information, for example);
  • to object to the further processing of your personal data, including the right to object to marketing (as mentioned in 5. Our Supporter Updates above);
  • to request that your provided personal data be moved to a third party.

Your right to withdraw consent:

  • Where the processing of your personal information by us is based on consent, you have the right to withdraw that consent without detriment at any time by contacting us. You can also change your marketing preferences at any time as described in 5. Our Supporter Updates above.
  • You can also exercise the rights listed above at any time by contacting us at info@on-the-record.org.uk

If your request or concern is not satisfactorily resolved by us, you may approach your local data protection authority. The Information Commissioner is the supervisory authority in the UK and can provide further information about your rights and our obligations in relation to your personal data, as well as deal with any complaints that you have about our processing of your personal data.

6. Changes to this policy

Any changes we make to our privacy policy in future will be posted on this page. This policy was last updated on 11th February 2022.

7. Contact Us

Questions, comments and requests regarding this privacy policy are welcomed and can be sent by post to:

Rosa Schling and Laura Mitchison
33 Birdsmouth Court,
Bathurst Square,
London
N15 4FW

email info@on-the-record.org.uk

Cookies on this website

This website uses cookies to remember you when you return to our site and to add extra functionality provided by third-party services such as Google or YouTube.

Cookies are small text files which are stored on your computer.

The tables below list the cookies you may encounter when using this site.

Please note that third-party cookies are set by other companies who have content on this site – for example, YouTube or Flickr. These companies may set and control their own cookies.

Cookies set by this site

Name Purpose Expires
wires Used by our content management system to identify a specific user session. At the end of the session (when your browser is closed down or a period of time has passed with no interaction)

Third-party cookies

These are cookies set by other companies who have content on the CREST site. These companies may set their own cookies, which are controlled by them.

We aim to keep this list updated, but since the cookies are set by third-party services the list may become out of date if those services alter the cookies they use.

Provider Name Purpose More info
Google

_utma
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These cookies are used to collect statistics about how visitors use the site. The information includes where visitors have come to the site from and the pages they visited. We use this information to improve our website.

The information generated by the cookies about your use of our website (including your IP address) will be transmitted to and stored by Google. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google undertakes not to associate your IP address with any other data held by Google.

Google privacy policy