Privacy policy & cookie notice
General
All businesses that process personal and sensitive data must put in place policies and procedures to ensure lawful, fair, and transparent processing of data.
This privacy policy sets out how Oxygen Strategy collects, stores, uses, discloses, and disposes of personal information collected by us. This privacy policy applies to any interactions we may have with you as either a client, prospective client, future employee, or visitor of our website. Oxygen is registered under the Data Protection Act 1998 (“the Act”) and have given all appropriate notifications to the Information Commissioner.
This privacy notice only applies to the use of your personal information obtained by us. It does not apply to personal information collected during your communications with third parties.
Please note that we may change this policy at any time by updating this page. Please find the date the Policy was last updated at the top of this document.
If you have any questions about this privacy policy or want to exercise your rights set out in the policy, please contact us via: hello@oxygenstrategy.com
Who are we?
We are a growing team of health policy experts with a proven track record in developing tangible outcomes for clients. We also draw on an extensive network of highly experienced associates in the fields of media relations, marketing, internal communications, patient access schemes and health economic science.
What data do we collect?
In addition to the information that Oxygen gathers to contractually fulfil our services, we collect data from our events, newsletter subscriptions, and job vacancy applications.
Personal data – we collect a minimal amount of personal information, including name, job title, organisation, and contact information and only when necessary.
Events data – we collect data from previous and upcoming events to enhance our event experience.
Newsletter subscription – as part of our newsletter service we hold relevant contact details in addition to information on personal/professional interests in order to provide tailored subscriptions.
Job applications – information from CVs from job applications, including your contact details, with information being retained for up to 2 year post-interview in the event another suitable role becomes available.
Financial information – from clients and suppliers for invoicing purposes.
Website – our website can be used without identifying yourself or revealing any personal information.
When required to provide personal information, we will inform you about respective collections conditions, regulations, and purposes.
We review the data we hold on a quarterly basis to check it continues to be relevant for our business. Data is stored electronically. Information on how to withdraw your consent to us storing your data is detailed below.
What do we do with the information we gather?
We believe in and carry out a policy of data minimisation. All information gathered will only be used for Oxygen business purposes and will not be sold to third parties.
We will not transfer or distribute your personal information to any third party unless they are employed by Oxygen to carry out a legitimate business function, we have your permission to do so, or we are required by law.
Where we do transfer your data to a third party, we will ensure that there are adequate provisions in place to guarantee that your data is secure and processed only in accordance with our instructions. A list of our third parties can be found below inn the “Third Parties” section.
We use third parties to support us in providing our services and to help provide, run and manage our internal IT systems.
For example, providers of information technology, cloud based software as a service providers, identity management, website hosting and management, data analysis, data back-up, security and storage services.
What is the legal basis for processing?
We process personal information for the purposes described in this privacy policy on the basis that it is in our and your legitimate interest, that you would reasonably expect this processing and that it does not materially impact your rights, freedoms, or interests.
Where we have a contractual relationship with you, we may process your personal information as necessary for the performance of that contract or prior to entering it.
Data retention
We check on a quarterly basis to ensure that the information we hold is relevant and up to date to justify inclusion on our database. If not, personal information is deleted.
We will retain applications for job vacancies for 1 year in the event a suitable role becomes available. After which point information is deleted.
Where we have a contractual relationship with you and/or hold financial information, we are required to retain this information for seven years.
Withdrawing consent
Under data protection law, you have rights including:
Your right of access - you have the right to ask us for copies of your personal information.
Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
In line with GDPR guidance, you have the right to withdraw your consent for us to hold your data at any time.
To withdraw your data please contact us via: hello@oxygenstrategy.com
For further guidance on your data rights, please consult the UK’s Information Commissioner’s Office.
Website & Cookies
Our website can be used without identifying yourself or revealing any personal information.
Once you choose to provide us with any information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy policy.
Cookies
To make this site simpler, small data files are placed on your computer. These are known as cookies. Most big websites do this too. Cookies can remember settings, so you don’t have to keep re-entering them whenever you visit a new page, remember information you’ve given (eg your postcode) so you don’t need to keep entering it, and measure how you use the website so we can make sure it meets your needs.
Our cookies are here to make the site work better for you. Indeed, you can manage and/or delete these small files as you wish.
To learn more about cookies and how to manage them, visit AboutCookies.org.
Other websites
Our website may contain links to enable you to visit other websites of interest. However, once you have used these links you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites as they and are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the web site in question.
We hope you enjoy using our website. If you have any queries of require further information please contact us via: hello@oxygenstrategy.com
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable managerial procedures to safeguard and secure the information we collect online.
Third parties
Third party companies used by Oxygen Strategy and who we may share your data with include:
Zoom
Microsoft
Mailchimp
Squarespace
Making a complaint
If you are not satisfied with the steps we have taken or believe we are not processing your data in accordance with the law you can complain to the Information Commissioner’s Office:
https://ico.org.uk/concerns/
How to contact us
If you have questions about our Privacy Policy, or the data we hold about you please contact us via:
hello@oxygenstrategy.com
Embassy Gardens
8 New Union Square
London
SW11 7AR