This privacy policy explains how Oxford Hindu Temple and Community Centre Project (Oxford Hindu Mandir & Community Centre), registered charity number 1131440, collects and uses personal information when you visit oxfordhindutemple.org, contact us, register to volunteer, or take part in Mandir activities organised through this website.
We are the data controller for personal information described here. If you have questions, contact us at info@oxfordhindutemple.org.
What information we collect
Depending on how you use the site, we may collect:
- Contact details — name, email address, postcode, and phone numbers you provide on forms.
- Volunteer registration — availability, skills, interests, emergency contact, immigration status (where relevant to your right to volunteer in the UK), medical or accessibility information you choose to share, parent or guardian details for volunteers under 18, and your consent choices.
- Event sign-ups — for example, name and email when you register for community events such as Chappan Bhog offerings.
- Website usage data — if you accept analytics cookies, information about how you use the site (such as which pages are viewed), collected through Microsoft Clarity.
- Technical data — basic server and security logs from our hosting providers, and information collected through cookies or similar technologies (see our Cookie policy).
- Staff and volunteer administration — authorised trustees and coordinators may record notes about applications and volunteering through our secure back-office systems.
How we use your information
We use personal information to:
- process volunteer registrations and coordinate seva;
- manage event sign-ups and communicate about festivals and Mandir activities;
- keep the website secure and maintain our records as a registered charity;
- understand how the website is used and improve pages and content (where you have consented to analytics cookies);
- respond to enquiries sent to info@oxfordhindutemple.org;
- meet safeguarding, health and safety, and legal obligations where they apply.
Lawful bases
Under UK data protection law, we rely on one or more of the following lawful bases:
- Consent — where you tick consent boxes on forms (for example, contact about volunteering, photographs, or WhatsApp groups), and where you accept analytics cookies on our cookie banner.
- Legitimate interests — to run the Mandir, coordinate volunteers, and communicate with supporters, balanced against your rights.
- Legal obligation — where we must keep certain records for charity, tax, or safeguarding purposes.
- Explicit consent — for special category information you choose to provide (such as health, accessibility, or immigration details relevant to volunteering).
Children and young people
Volunteers under 18 must have consent from a parent or guardian. We process parent or guardian details only to manage that consent and safeguarding. See our Safeguarding policy.
Who we share information with
We do not sell your personal information. We may share it with:
- Service providers who help us run the website and store data securely (including Google Firebase / Firestore for form submissions, Microsoft Clarity for website analytics where you have consented, and authorised staff tools).
- Trustees, staff, and volunteer coordinators who need the information to carry out their roles.
- Third-party platforms when you choose to use them — for example JustGiving for donations, or WhatsApp and Facebook when you follow links from our site. Those services have their own privacy policies.
- Regulators or authoritieswhere required by law or to protect someone's safety.
International transfers
Some of our service providers may process data outside the UK. Where this happens, we take steps to ensure appropriate safeguards are in place, consistent with UK data protection law.
How long we keep information
We keep information only for as long as needed for the purposes above, including:
- volunteer applications — while your application is active and for a reasonable period afterwards if you are not taken forward;
- active volunteer records — for the duration of your volunteering and a short period after you stop;
- event sign-ups — for the relevant event and associated follow-up;
- financial and governance records — as required for charity accounting and audit.
Trustees may review and update retention periods from time to time.
Your rights
Under UK GDPR you have rights including to access, correct, erase, restrict, or object to certain processing of your personal information, and to withdraw consent where processing is based on consent.
To exercise your rights, email info@oxfordhindutemple.org. You may also complain to the Information Commissioner's Office (ico.org.uk).
Changes to this policy
We may update this policy when our practices or legal requirements change. The “last updated” date at the top of this page shows the latest version.
Contact
Oxford Hindu Temple and Community Centre Project
Court Farm Place, Marsh Lane
Headington, Oxford
OX3 0NQ
Email: info@oxfordhindutemple.org
Charity number: 1131440