Privacy Policy

Effective from May 25, 2018

The Historic Towns and Villages Forum collects and uses your personal data only as it might be needed for us to deliver to you our products and services (collectively, our “services”). Your personal data includes information such as:

  • Name
  • Organisation Name and Job Title
  • Address
  • Telephone number
  • Email address

Our privacy policy is intended to describe to you how and what data we collect, and how and why we use your data. It also describes options for you to access, update or otherwise take control of your personal data.  

If at any time you have questions about our practices or any of your rights described below, you may reach our Data Protection Officer (DPO) by contacting us at htf@kellogg.ox.ac.uk.  This inbox is actively monitored.  

What information do we collect? We collect information so that we can provide the best response when you use our services.  Much of what you would consider to be personal data is collected directly from you when you:

  • create an account or purchase any of our services (such as billing information);
  • complete contact forms or request news emails or other information from us; or
  • participate in surveys, apply for a job or position, or otherwise participate in activities we promote that might require information about you.   

However, we also collect additional information when delivering our services to you to ensure that your needs have been catered for or interests supported.  These methods of collection may not be as obvious, so we wanted to highlight what these might be and how they work:

  • Cookiesand similar technologies. Our website allow us to track your browsing behaviour, links clicked, your device type, and to collect various data, including analytics, about how you use and interact with our services. This allows us to provide you with more relevant information, a better experience on our website, and to collect, analyse and improve the performance of our services overall. We may also collect your location (IP address) so that we can personalize our services.   

How we use information. We believe in both minimizing the data that we collect and limiting its use and purpose to only that (1) for which we have been given permission, (2) as necessary to deliver the services you purchase or interact with, or (3) as we might be required or permitted for legal compliance or other lawful purposes. These uses include:

  1. Delivering, improving, updating and enhancing the services we provide to you.  We collect various information relating to your purchase, use and/or interactions with our services. We use this information to:
  • Improve and optimize our services for you
  • Collect statistics about the use of our services
  • Understand how you use our services and what products and services are most relevant to you.

Often, much of the data collected is aggregated or statistical data about how individuals use our Services, and is not linked to any personal data, but to the extent it is itself personal data, or is linked or linkable to personal data, we treat it accordingly. 

  1. Sharing with trusted third parties. We do not share your personal data with any companies or partner organisation, unless it is to fulfil the services you have requested (e.g. catering or access requirements). These third parties (e.g. Kellogg College, other host venues or caterers) are subject to strict data processing terms and conditions and are prohibited from using, sharing or retaining your personal data for any other purpose than as they have been specifically contracted for.
  2. Communicating with you. We may contact you directly or through a third party service provider (such as LinkedIn or Eventbrite) regarding products or services you have expressed an interest in, signed up or purchased from us, as necessary to deliver a service.These contacts may include email, text (SMS) messages, telephone calls or automated text messages.

You may change your subscription preferences with respect to receiving communications from us by emailing us at htf@kellogg.ox.ac.uk. 

If we collect information from you in connection with a co-branded offer, it will be clear at the point of collection who you are ‘contracting’ with and so whose privacy policy applies. If you believe that anyone has provided us inappropriately with your personal information and you would like to request that it be removed from our database, please let us know.

Transfer of personal data abroad.  If you use our services from a country other the UK, your communications with us may result in transferring your personal data across international borders, and the same privacy protection applies.

Third-party websites.  Our website and communications may contain links to third-party websites. We are not responsible for the privacy practices or the content of third-party sites.  Please read the privacy policy of any website you visit.

How you can access, update or delete your data. If you make a request to delete your personal data and that data is necessary for the products or services you have purchased, the request will be honoured only to the extent that it is no longer necessary for any services purchased, or required for our legitimate business purposes or legal or contractual record keeping requirements.

How we secure, store and retain your data. We follow accepted standards to store and protect the personal data we collect, both during transmission and once received and stored. We retain personal data only for as long as necessary to provide the services you have requested and thereafter for legitimate legal or business purposes. These might include retention periods mandated by law, contract or similar obligations applicable to our business operations; or needed to maintain adequate and accurate business and financial records.

Changes in our privacy policy. We reserve the right to modify this privacy policy at any time. If we decide to change our privacy policy, we will post those changes on our website, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we disclose it. If we make material changes to this privacy policy, we will notify you at least 30 days prior to the implementation of the changes.

Contact us: If you have any questions, concerns or complaints about our privacy policy, our practices or services, you can contact us by email, post or telephone.

Historic Towns & Villages Forum
Kellogg College
60-62 Banbury Road
Oxford
OX2 6PN

Tel: 01865 612033       

Email: htf@kellogg.ox.ac.uk

Website: www.htvf.org