Privacy & Data

Privacy Policy

At One For The City (We/Us/Our), we take your data protection extremely seriously. In particular, we want you to know that we do not buy, sell or rent any of our customers’, or potential customers' data at any time. All the data collected is used by us internally to enable us to provide you with quotations or relevant information about our services.

This privacy policy determines what, when and why we collect data from you, how we use the data that you give to us, the limited conditions we may have to disclose it and how we keep it safe. It also contains details of how you can find out what data we hold on you and how to remove that data should you wish us to.

One For the City is the controller and is responsible for your personal data.

Questions & complaints

If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact us at hello@oneforthecity.org

‍You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We may need to make changes to this privacy policy from time to time to reflect any changes in data protection and privacy laws and to update you on our privacy practices.

This privacy policy was last updated in November 2023. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.

We do not control these third-party websites and are not responsible for their privacy statements.When you leave our website, we encourage you to read the privacy policy of every website you visit.

1. The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Identity Data

Includes first name, maiden name, last name, username or similar identifier.

Contact Data

Includes billing address, delivery address, email address and telephone numbers.

Technical Data

Includes [internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.

Usage Data

Includes information about how you use our website, products and services.

Marketing and Communications Data

Includes your preferences in receiving marketing from us and our third parties and your communication preferences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

2. How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions

You may give us your Identity and Contact Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you contact us or enter into membership with us.

Automated technologies or interactions

As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.

3. How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we are about to enter into or have entered into with you.
Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where we need to comply with a legal obligation.

Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purposes for which we will use your personal data

#	Purpose/Activity	Type of data	Lawful basis for processing including basis of legitimate interest
#1	To respond to queries made directly from you	(a) Identity (b) Contact	Consent (you have contacted us and expect a reply)
#2	To register you as a new member and provide the membership	(a) Identity (b) Contact	Performance of a contract with you
#3	To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)	(a) Identity (b) Contact (c) Technical	(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
#4	To use data analytics to improve our website, products/services, marketing, customer relationships and experiences	(a) Technical (b) Usage	Necessary for our legitimate interests (to define types of customers for membership, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
#5	To deliver relevant content and updates to you	(a) Identity (b) Contact (c) Technical	Necessary for our legitimate interests (to share relevant information, to develop the membership, to grow our business and to inform our marketing strategy)

Opting out

You can ask us or third parties to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.

Cookies

This site uses cookies – small text files that are placed on your machine to help the site provide a better user experience and to allow us to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

However, you may prefer to disable cookies on this site and on others. The most effective way to do this is to disable cookies in your browser. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

We use the following cookies:

Strictly necessary cookies. These are cookies that are required for the operation of our website.
Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
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You can find more information about the individual cookies we use and the purposes for which we use them in the table below:

Cookie Name	Type	Purpose	Expires
_ga	Analytical / Performance	This is a Google Analytics cookie which is used to distinguish site visitors from each other	2 years
_gid	Analytical / Performance	This is a Google Analytics cookie which is used to distinguish site visitors from each other	24 hours
_cfduid	Strictly necessary	This is a Cloudflare cookie, used for speeding up page loading times and to detect malicious visitors to our website and minimises blocking of legitimate users. It is placed to identify individual visitors behind any shared IP address and applies security settings on a per-client basis. Anonymises end user IP addresses so that no personally identifiable information is stored.	30 days

4. Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

External Third Parties such as software providers to allow us to interact and respond to any queries from you and to administer the membership.
External third parties who provide us with services that help us run our business such as website providers, professional advisors or IT support providers.
We might be required by law to share your details with third parties or we might need to pass on your personal data to protect your rights and freedoms where permitted by law.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. International transfers

We do not transfer your personal data outside the UK.

6. Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

8. Your legal rights

You have the following rights under data protection laws, subject to some conditions and exceptions:

To access the Personal Information we hold about you.
To request the Personal Information that we hold about you be rectified or erased.
To request that we limit the processing of that information.
To request that your Personal Information be given to another organisation (known as the right to data portability).
The right to object to the processing of your Personal Information where we are relying on legitimate interest and there is something in your particular situation that makes you want to object to processing on this ground. You also have the right to object where we are processing your Personal Information for direct marketing purposes.
Rights in respect of automated decision making referred to above.
The right to lodge a complaint regarding our compliance with data protection laws with the ICO.
The right to withdraw consent where we rely on consent to process your Personal Information.

There is not usually a fee required and we will aim to respond to all legitimate requests within one calendar month. It may take us longer than one month to respond if your request is more complex or there are several requests. If this is the case, we will let you know and keep you updated.

If you wish to exercise any of the rights set out above, please contact us.