Privacy & Data Protection Policy
Last updated: November 2025
Who We Are
Oxford Hongkongers CIC (“we”, “our”, or “us”) is a community interest company based in Oxford, United Kingdom. We aim to connect and support the Hong Kong community in Oxfordshire and nearby areas through cultural, social, and educational events. We are the data controller for the personal information we collect through our website, email communications, and social media channels.
Contact: oxford.hker@gmail.com | Oxfordshire, United Kingdom
What Information We Collect
We may collect and process the following types of information:
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Contact information: your name, email address, and phone number (e.g., via event registration forms or newsletter sign-ups).
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Event participation details: attendance records, feedback forms, and volunteer sign-ups.
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Social media interactions: messages, comments, or engagement with our posts and ads.
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Technical data: such as IP address, browser type, and cookie preferences when you visit our website.
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Photographs or videos from public events, where consent has been given or where the event is open and photography is announced.
How We Use Your Data
We use your information to manage event registration and communication; send event updates, newsletters, and community announcements; respond to enquiries and feedback; process volunteer or membership applications; promote our events and community activities (with consent); and improve our website and communications. We will never sell or rent your data to third parties.
Social Media Advertising
We may use platforms such as Facebook, Instagram, and Eventbrite to promote our events. These platforms may use cookies or tracking tools to measure how our ads perform. We only use aggregated or anonymised data for analysis. If you interact with our social media posts or pages, your information is processed under the platform’s privacy policy. Please check Facebook or Instagram’s own policies for details on how they use your data.
Legal Basis for Processing
We process your data under the following lawful bases: consent (when you sign up to receive updates or agree to appear in media), contract (when you register or pay for an event), legitimate interest (when we promote similar community events to previous participants), and legal obligation (to keep financial or reporting records as required by UK law).
Data Retention
We only keep your data for as long as necessary: event records and participant lists – up to 12 months after the event; mailing list contacts – until you unsubscribe; financial or donation records – up to 6 years, as required by law.
Your Rights
Under UK GDPR, you have the right to access the data we hold about you, request correction or deletion of your data, withdraw consent at any time, object to processing, or request data portability. To exercise your rights, please email oxford.hker@gmail.com. We aim to respond within one month.
Data Security
We store all personal data securely and restrict access to authorised staff or volunteers only. Digital records are stored in password-protected systems such as Google Workspace or Eventbrite. We take reasonable steps to protect your data against loss, misuse, or unauthorised access.
Cookies
Our website may use cookies to improve your browsing experience and track website performance (e.g., Google Analytics). You can disable cookies via your browser settings at any time.
Updates to This Policy
We review this policy regularly and may update it to reflect changes in our operations or legal obligations. The most recent version will always be available on our website.