Privacy Notice (PN1, May 2018)

This notice is designed to explain how and why personal information is used by OOS. This notice may be updated from time to time by resolution of the OOS Committee.

What are the core activities of OOS?
  • OOS organises outdoor and indoor meetings (which usually include a talk on some aspect of birding or conservation), primarily for its members but which are generally also open to non-members.
  • OOS maintains a database of bird sightings within Oxfordshire reported by members and non-members. These records are used to compile monthly bulletins and annual reports of birds seen within the county (in electronic and paper formats) that are made available to members and can be purchased by non-members. Recent records are displayed on the Society‚Äôs website.
How do we use information about you?
  • We collect and hold personal information in order to deliver the core activities of the Society outlined above.
  • The designated lawful basis for OOS holding and processing personal data is 'legitimate interests', in that it would be very difficult for members to receive the expected benefits of membership without the Society using this information.
What types of personal information do we keep?
  • Members' names, contact details such as postal address, phone number and email address, and membership details such as whether the annual subscription has been paid and the preferred method of receiving monthly bulletins.
  • A database of submitted bird sightings which include the identity of the observer.
How will your information be kept secure?

In order to ensure that your information is used appropriately and your privacy is respected, your personal information will be held and used in compliance with the requirements of applicable legislation. This means that:

  • We will take reasonable steps to ensure that your information is kept as safe as possible, and that it is accurate and up to date.
  • Only those who need to do so will access your personal information.
Who will we share information with?
  • Your personal information will not be shared with any other organisation unless it is permitted or required by law (HMRC, Charity Commission). Bird records may be made available to the Thames Valley Environmental Records Centre (TVERC) if you have given your consent for us to do so.
What are your rights?

In addition to having the right to be informed about how we use your information, you have the right (free of charge) to the following:

  • to access any personal information we hold about you;
  • to have your information corrected if there are inaccuracies or if the information is incomplete;
  • to be told if your personal information is lost and if, as a result, your privacy and rights may be at risk;
  • to have any or all of your personal information deleted.

If you wish to see your personal information or if you have any questions about it, please contact OOS at