Privacy Policy
Introduction
At Oxford Comma, we prioritize protecting the privacy of the people who visit our website and use our services. This privacy policy explains and is applied when we handle personal data when we act as a data controller for our website visitors and service users. This means that we decide how and why this data is processed.
We use cookies on our website. Some of these cookies are necessary for the proper functioning of the website and our services, while others are not. If you visit our website for the first time, we will ask for your consent to use cookies.
2. About Us
2.1 In this privacy policy, "we," "us," and "our" refer to Oxford Comma Digital Ltd, also known as Oxford Comma. You can find more information about contacting our data protection lead in section 13.
3. How we use your personal data
3.1 In this section, we outline the categories of personal data that we may process, the source of that data (if we did not obtain it directly from you), the purposes for which we process the data, and the legal basis for the processing.
3.2 We may process data about your use of our website and services, referred to as "usage data." This data may include your IP address, location, browser type and version, operating system, referral source, length of visit, page views, and website navigation paths, as well as information about the timing, frequency, and pattern of your service use. The source of this usage data is Google Analytics, and we may use it to analyze the use of our website and services. The legal basis for this processing is our legitimate interests in monitoring and improving our website and services.
3.3 We may process data from your personal profile on our website, referred to as "profile data." This data may include your name, address, phone number, email address, profile pictures, gender, date of birth, relationship status, interests, educational details, and employment details. We may use this profile data to enable and monitor your use of our website and services. The legal basis for this processing is our legitimate interests in the proper administration of our website and business.
3.4 We may process data that you provide to us in the course of using our services, referred to as "service data." This data may be used for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining backups of our databases, and communicating with you. The legal basis for this processing is our legitimate interests in the proper administration of our website and business.
3.5 We may process data that you post for publication on our website or through our services, referred to as "publication data." We may use this data to enable publication and administer our website and services. The legal basis for this processing is our legitimate interests in the proper administration of our website and business.
3.6 We may process data contained in any online enquiry you submit to us through our website regarding goods and/or services, referred to as "enquiry data." We may use this data to offer, market, and sell relevant goods and/or services to you. The legal basis for this processing is your consent.
3.7 We may process data related to transactions, including purchases of goods and services, that you enter into with us and/or through our website, referred to as "transaction data." This data may include your contact details, card details, and transaction details. We may use this transaction data to supply the purchased goods and services and keep records of the transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps at your request to enter into such a contract, as well as our legitimate interests in the proper administration of our website and business.
3.8 We may process data that you provide to us for the purpose of subscribing to our email notifications and/or newsletters, referred to as "notification data." We may use this data to send you relevant notifications and/or newsletters. The legal basis for this processing is your consent.
3.9 We may process information contained in or related to any communication that you send to us, referred to as "correspondence data." This data may include the communication content and metadata associated with the communication. Our website will generate metadata for communications made using the website contact forms. We may use this correspondence data for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests in the proper administration of our website and business and communications with users.
3.10 We may process any of your personal data identified in this policy where necessary for the establishment, exercise, or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests in the protection and assertion of our legal rights, your legal rights, and the legal rights of others.
3.11 We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice. The legal basis for this processing is our legitimate interests in the proper protection of our business against risks.
3.12 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
3.13 Please do not supply any other person's personal data to us unless we prompt you to do so.
4. Providing your personal data to others
4.1 We may disclose your personal data to our insurers and/or professional advisers to the extent that it is reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or establishing, exercising, or defending legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
4.2 We use a third-party provider, MailChimp, to deliver our email newsletter. We use industry-standard technologies to gather statistics on email openings and clicks, which helps us to monitor and improve our newsletter. For more information, please see MailChimp's privacy notice. You can unsubscribe from general mailings at any time by clicking the unsubscribe link at the bottom of any of our emails or by contacting our data protection lead, Emma Russell.
4.3 In addition to the specific disclosures of personal data outlined in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise, or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
5. Retaining and deleting personal data
5.1 We will only keep your personal data for as long as it is necessary for the purpose or purposes for which it was collected. Once it is no longer needed, it will be securely destroyed or erased.
6. Amendments
6.1 We may update this privacy policy from time to time by publishing a new version on our website.
6.2 We recommend checking this page periodically to ensure that you are aware of and happy with any changes to this policy.
6.3 We may notify you of significant changes to this policy via email.
7. Your rights
7.1 In this section, we have summarized the rights that you have under data protection law. Please note that some of these rights are complex, and not all the details have been included in our summaries. For a full explanation of these rights, please refer to the relevant laws and guidance from regulatory authorities.
7.2 Your main rights under data protection law are:
(a) the right to access your personal data; (b) the right to have your personal data corrected; (c) the right to have your personal data erased; (d) the right to restrict processing of your personal data; (e) the right to object to the processing of your personal data; (f) the right to data portability; (g) the right to complain to a supervisory authority; and (h) the right to withdraw your consent.
7.3 You have the right to request confirmation that we are processing your personal data, and if so, to access that data, along with certain additional information. This additional information includes the purposes of the processing, the categories of personal data concerned, and the recipients of the data. If your rights and freedoms are not affected, we will provide you with a copy of your personal data free of charge. Additional copies may be subject to a reasonable fee.
7.4 You have the right to have any inaccurate personal data about you corrected, and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
7.5 In certain circumstances, you have the right to have your personal data erased without undue delay. These circumstances include: the personal data is no longer necessary for the purposes for which it was collected or processed; you withdraw your consent to consent-based processing; you object to the processing based on certain grounds under data protection law; the processing is for direct marketing purposes; and the personal data has been unlawfully processed. However, there are exceptions to the right to erasure. The general exceptions include where processing is necessary: for the exercise of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise, or defense of legal claims.
7.6 In certain circumstances, you have the right to restrict the processing of your personal data. These circumstances are: you contest the accuracy of the personal data; processing is unlawful, but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require the data for the establishment, exercise, or defense of legal claims; and you have objected to processing, pending the verification of that objection. If processing has been restricted on this basis, we may continue to store your personal data, but will only otherwise process it: with your consent; for the establishment, exercise, or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
7.7 You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defence of legal claims.
7.8 You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
7.9 You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
7.10 To the extent that the legal basis for our processing of your personal data is: (a) consent; or (b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
7.11 If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
7.12 To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
7.13 You may exercise any of your rights in relation to your personal data by written notice to us OR by emailing our data protection officer, Emma Russell.
8. Cookies
8.1 We want to make our services easy, useful, and reliable. Sometimes, this involves placing small amounts of information called cookies on your device, like a computer or phone, if you agree. Cookies allow us to distinguish you from other users of our website, which helps us provide a better experience and improve our website. Cookies cannot personally identify you, but personal information we store about you may be linked to the information stored in and obtained from cookies.
8.2 There are two types of cookies: persistent and session. A persistent cookie is stored by a web browser and remains valid until its set expiration date, unless deleted by the user before the expiration date. A session cookie, on the other hand, expires when the user session ends and the web browser is closed.
9. Cookies we use
9.1 We use cookies for the following purposes:
(a) Analysis: We use cookies to help us analyze the use and performance of our website and services.
(b) Cookie preferences: We use cookies to store your preferences regarding the use of cookies.
(c) Session cookies: These cookies allow the website you are visiting to keep track of your movement from page to page so you don't have to enter the same information multiple times.
10. Cookies used by our service providers
10.1 Our service providers may use cookies that are stored on your computer when you visit our website. We use Google Analytics to analyze the use of our website. Google Analytics uses cookies to gather information about website usage. This information is used to create reports about the use of our website. You can find Google's privacy policy at https://www.google.com/policies/privacy/.
11. Cookies used by our service providers
11.1 Most web browsers allow you to refuse cookies and delete them. The steps to do this vary depending on the browser and version you are using.
12. Cookies used by our service providers
11.1 Most web browsers allow you to refuse cookies and delete them. The steps to do this vary depending on the browser and version you are using.
13. Our details
12.1 This website is owned and operated by Oxford Comma Digital LTD.
12.2 We are registered in England and Wales under registration number 14435765 and our registered office is at The Boar Shed, Shirlheath, Kingsland, Leominster, United Kingdom, HR6 9RJ.
12.3 You can contact us:
(a) By mail at the postal address given above.
(b) Using our website contact form.
(c) By email at hello@oxford-comma.digital
14. Data protection lead
You can contact our data protection lead via email at emma@oxford-comma.digital or via the contact methods above.