• We only collect information that we need to operate the Club and its activities.

• We do not sell your personal information.

• We do not add you to marketing lists simply because you attended an event, made a donation or bought something.

• We do not use your personal information to make solely automated decisions that have legal or similarly significant effects.

• We take particular care with accessibility information, political opinions and other sensitive information.

• You can ask us about your information or exercise your rights by emailing oudebateclub@gmail.com.

A data controller is the organisation that decides why and how personal information is used.

We operate this website and support the activities of the Open University Debate Club, also known as OU Debate Club or OUDC.

Registered company name: Open Debate Community Interest Company
Company number: 16236970
Registered in: England and Wales
Registered office: Flat 1, 20 Handen Road, Lee, London, England, SE12 8NP
Email: oudebateclub@gmail.com

The Open University and the Open University Students Association are separate organisations. Their privacy notices apply when you give information directly to them or use their websites and systems.

The information we collect depends on how you interact with us.

This may include your:

• name

• email address

• telephone number

• postal address

• social media account or profile name

• communication preferences

This may include:

• your membership or registration details

• whether you are an Open University student or alumnus

• the event you registered for

• ticket type and attendance status

• answers to registration questions

• debate team or competition information

• motions, questions, votes, survey responses or feedback

• volunteer role, skills, availability and relevant experience

• access or communication requirements

This may include:

• your name and contact details

• the amount and date of a donation or payment

• the event, campaign or product connected with the transaction

• billing and delivery details

• ticket, order and refund information

• merchandise choices, such as size

• limited payment information supplied by the payment provider

Payment providers process your full payment card information. We do not normally receive or store your full card number or security code.

This may include:

• emails and messages you send us

• messages sent through event or social media platforms

• questions submitted during an event

• complaints or incident reports

• comments made in event chats

• debate contributions where they are recorded or documented

At an event that you have consented to being recorded or photographed. We may collect your:

• image

• voice

• display name

• question or contribution

• written messages shown in the recording

We explain our approach to recordings in more detail below.

When you use the website, we and our service providers may collect:

• your internet protocol address

• browser, network and device information

• pages you visit

• links you select

• the website that referred you to us

• dates and times of visits

• general location information

• cookie choices

• information needed to keep the website secure and working properly

We usually receive personal information directly from you.

We may also receive it from:

• Luma or another event registration provider when you register for an event

• Zeffy when you make a donation, buy a ticket or use our fundraising shop

• the Open University Students Association or another partner when you ask to be referred to us

• a school, parent, guardian or youth organisation involved in an under-18 activity

• a social media or messaging platform when you contact us through it

• a joint event organiser where this has been explained before registration

• publicly available professional information when we contact a potential speaker, supplier or partner

We do not buy marketing lists.

How and why we use your information

A lawful basis is the legal reason that allows us to use personal information.

Respond to questions and requests

We use contact details and correspondence.
Our lawful basis is our legitimate interests in communicating with people who contact us and taking steps at your request.

Administer membership and participation

We use contact, membership, affiliation and participation information.
Our lawful basis is our legitimate interests in operating an accessible student and volunteer-led organisation.

Organise free events

We use registration, attendance, questions and event communications.
Our lawful basis is our legitimate interests in organising and improving Club activities.

Provide paid events, tickets or merchandise

We use contact, order, delivery and transaction information.
Our lawful basis is taking steps to enter into or perform a contract with you.

Process and record donations

We use contact and transaction information.
Our lawful basis is our legitimate interests in administering support for our work and our legal accounting obligations.

Send essential event messages

We use contact and registration information.
Our lawful basis is either contract or legitimate interests, depending on the event.

Send newsletters and promotional messages

We use name, email address and communication preferences.
Our lawful basis is your consent.

Run surveys and collect feedback

We use responses and, where provided, contact details.
Our lawful basis is our legitimate interests in understanding and improving our activities.

Manage volunteers, speakers and partners

We use contact, role, experience and relationship information.
Our lawful basis is contract where applicable and our legitimate interests in managing the organisation.

Make reasonable access arrangements

We use information you choose to provide about your needs.
Our lawful basis is your explicit consent.

Photograph or record events

We use image, voice, name and contributions.
Our lawful basis is consent, contract or legitimate interests, depending on the person and the stated use.

Protect people, systems and the organisation

We use technical records, complaints and incident information.
Our lawful basis is legal obligations and our legitimate interests in safety, security and handling legal claims.

Understand website use

We use device, browser and website activity information.
Our lawful basis is consent for non-essential analytics and our legitimate interests for essential security information.

Meet legal and regulatory requirements

We use relevant transaction, governance and communication records.
Our lawful basis is legal obligation.

Our legitimate interests include:

• operating and improving the Club

• organising events and competitions

• communicating with participants

• developing debate and communication skills

• protecting participants, volunteers and systems

• maintaining appropriate organisational and financial records

We consider whether using information is necessary and whether our interests are outweighed by your rights, expectations or possible harm.

Some personal information receives additional legal protection. This includes information revealing:

• political opinions

• religious or philosophical beliefs

• racial or ethnic origin

• health information

• sexual orientation

• trade union membership

A debate contribution may reveal a political, religious or philosophical opinion. An access request may reveal health information.

We therefore aim to:

• avoid collecting sensitive information unless it is necessary

• make ordinary debate polls anonymous where practical

• avoid linking a participant’s argument or vote to their identity

• avoid using debate contributions to create profiles about participants

• avoid using sensitive information for advertising or marketing

• seek explicit consent where we intentionally record, publish or otherwise use identifiable sensitive information

• delete access information soon after the relevant event unless there is a clear reason to keep it

Arguing one side of a debate does not necessarily represent a participant’s personal opinion. We will not treat the position assigned to a participant as evidence of their beliefs.

An event page will tell you when an event is being recorded, photographed or streamed.

Depending on the event, a recording may include:

• the appointed speaker or host

• presentation material

• audience questions

• names shown on screen

• voices or video from participating attendees

• messages submitted through the event chat

General attendance at an event is not, by itself, treated as agreement for us to feature you prominently in promotional content.

For identifiable audience contributions, we will normally:

• explain the intended use before the contribution is made

• provide a way to ask a question without appearing on camera where practical

• seek consent before deliberately featuring the contribution in public promotional material

• seek explicit consent where the contribution reveals sensitive personal information

Speakers, hosts and other featured contributors will agree separately to the intended recording and publication.

You can usually reduce the information captured by:

• keeping your camera off

• changing your display name

• using an anonymous question tool where available

• telling the organiser that you do not want to be photographed

• not contributing to a recorded discussion

These options may be limited during a live broadcast. Any limitation will be explained before the event.

Where an event operates under the Chatham House Rule, we will not publicly identify participants or attribute their comments unless the event notice clearly says otherwise and the person has agreed.

Our website and regular Club activities are mainly intended for Open University students, alumni and other adults.

We may also provide workshops or activities with schools and youth organisations. For these activities:

• we collect only the information needed to provide the activity safely

• information will normally be provided through the school, organisation, parent or guardian

• an event-specific privacy notice may also apply

• we do not ask children to make donations or purchases directly

• we obtain appropriate permission before publishing identifiable photographs or recordings of children

• we consider the child’s own views as well as any required parent or guardian permission

We do not knowingly ask children under 13 to submit personal information directly through the general website.

A parent or guardian who believes that a child has given us personal information can contact oudebateclub@gmail.com.

We use third-party platforms to communicate with members and promote events.

When you join a WhatsApp group, other group members may be able to see your:

• telephone number

• profile name

• profile photograph

• messages and reactions

When you interact through Facebook or another social network, information visible to other people depends on your account and privacy settings.

Participation in these channels is optional. The platform provider also uses your information under its own privacy notice. Contact us where you need an alternative way to receive essential information.

Do not share another participant’s private information or identify someone who has spoken at a confidential event.

We share personal information only where it is needed for a stated purpose.

Our providers may include:

• Squarespace, which hosts the website and provides website tools and analytics

• Luma, which provides event registration, tickets, guest lists and event communications

• Zeffy, which provides donation, fundraising, transaction and shop services

• Google, which may provide email, forms, document storage and collaboration services

• the online meeting provider named on the event page, such as Zoom or Microsoft Teams

• payment processing, banking and fraud-prevention providers

• merchandise production, fulfilment and delivery providers

• email and communication providers

• professional advisers, insurers and accountants

• event speakers, moderators, volunteers and co-hosting organisations where they need the information to perform their role

Some providers process information only on our instructions. Others decide independently how to use certain information, for example to operate their own accounts, prevent fraud or meet legal requirements. Their own privacy notices apply to those activities.

We may also disclose information:

• where the law requires it

• to protect someone’s vital interests

• to investigate a serious safety or safeguarding concern

• to establish, exercise or defend a legal claim

• as part of a lawful reorganisation or transfer of the organisation

We do not sell or rent personal information.

Where an event is jointly organised, we will explain the organisations involved and any relevant sharing before registration.

Some of our service providers operate or use systems outside the UK, including in Canada, the United States and the European Economic Area.

Where a restricted international transfer takes place, we use or rely on a lawful transfer mechanism. This may include:

• UK adequacy regulations

• the UK International Data Transfer Agreement

• the UK Addendum to approved contractual clauses

• another safeguard permitted by UK data protection law

You can contact us for more information about the safeguards relevant to your information.

How long we keep information

We keep personal information only for as long as it is needed for the purpose for which it was collected, including legal, accounting, safeguarding and dispute-resolution requirements.

Our normal retention periods are:

General questions and correspondence are kept for up to 12 months after the matter is resolved.

Free-event registration and attendance records are kept for up to 24 months after the event.

Access or health information provided for an event is normally deleted within 30 days after the event.

Newsletter subscriptions are kept until you unsubscribe or after 24 months of inactivity.

Marketing suppression records are kept for as long as needed to ensure we respect your opt-out.

Donation, purchase, ticket and accounting records are kept for six years from the end of the relevant company financial year.

Active membership information is kept while you participate and for up to 24 months after your last activity.

Volunteer administration records are kept while you volunteer and normally for up to three years afterwards.

Unedited event recordings are normally deleted within 90 days after the final version is published, or within 12 months of the event if not published.

Published photographs and recordings are kept while they continue to serve the stated educational, historical or promotional purpose, with a review at least every two years.

Complaints, serious incidents and legal claims are normally kept for six years after closure, or longer where safeguarding or legal requirements apply.

Website security and technical records are normally kept for up to 24 months, subject to the provider’s security requirements.

We may keep information for longer where:

• the law requires it

• a complaint or legal claim remains open

• a safeguarding concern requires longer retention

• you have asked us to preserve it

• the information has been anonymised so that it no longer identifies anyone

Cookies and similar technologies are small pieces of information stored on or accessed from your device.

The website uses necessary technologies to:

• display pages

• protect the website

• remember privacy choices

• provide features you request

These technologies are required for the website to work.

With your permission, we may also use analytics or performance technologies to understand:

• how many people use the website

• which pages are useful

• how visitors navigate the website

• whether the website is working properly

We ask for your choice before using non-essential cookies or similar technologies where consent is required.

Embedded event pages, videos, donation forms and social media tools may also use cookies. Their providers may receive technical information when the content loads.

You can review or change your choices through the Cookie settings link on the website.

We send newsletters and promotional emails only where we have the required permission.

Signing up for an event, making a donation or buying merchandise does not automatically subscribe you to general marketing.

You can withdraw your marketing consent at any time by:

• selecting the unsubscribe link in an email

• changing your communication preferences where that option is available

• emailing oudebateclub@gmail.com

Withdrawing consent will not affect essential messages about an event, transaction or activity you have requested.

You can browse most of the website without identifying yourself.

Some information is needed to provide a requested service. For example:

• we need an email address to confirm an event registration

• we need payment and billing information to process a paid transaction

• we need delivery information to send merchandise

• we need contact information to answer a question

You do not have to:

• join a marketing list

• provide optional demographic information

• provide accessibility information

• appear in promotional material

• join a social media or WhatsApp group

Where information is necessary, we will explain this at the point of collection. Without it, we may be unable to provide the relevant service or adjustment.

We do not use your personal information to make solely automated decisions that produce legal or similarly significant effects.

We may use ordinary platform features to sort registrations, identify duplicate records, send reminders or detect possible fraud. A person remains responsible for any material decision affecting your participation.

We use proportionate technical and organisational measures to protect personal information.

These include:

• restricting access to people who need the information for their role

• using established service providers

• protecting accounts and devices

• limiting the information collected

• reviewing how long information is kept

• responding to security incidents

No online service can guarantee complete security. Contact us promptly if you believe information connected with the Club has been lost, disclosed or accessed without permission.

Depending on the circumstances and our lawful basis, you may have the right to:

• ask whether we hold personal information about you

• receive a copy of your information

• correct inaccurate or incomplete information

• ask us to delete information

• ask us to restrict how information is used

• object to particular uses

• receive certain information in a portable format

• withdraw consent at any time

• complain about how we use your information

Some rights are subject to legal limits. For example, we may need to keep transaction information to meet accounting obligations.

To exercise a right, email oudebateclub@gmail.com. Include enough information for us to understand the request. We may ask for reasonable proof of identity before disclosing personal information.

We normally do not charge for a request. We will respond within the period required by data protection law.

You have an absolute right to object to the use of your personal information for direct marketing.

You may also object where we rely on legitimate interests. Tell us which use you object to and why it affects you. We will stop using the information unless we have a compelling lawful reason to continue.

Email objections to oudebateclub@gmail.com.

Contact us if you believe we have used your personal information unfairly, inaccurately or unlawfully.

Email oudebateclub@gmail.com with the subject line Data protection complaint.

We will:

• acknowledge your complaint within 30 days

• take appropriate steps to investigate it

• keep you informed where the investigation is ongoing

• explain the outcome without undue delay

You can also complain to the Information Commissioner’s Office, the UK data protection regulator:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113

You do not lose the right to contact the Information Commissioner because you have raised the matter with us.

We review this notice when our activities, service providers or legal responsibilities change.

We will update the date at the top of the page. Where a change would materially affect how we use information already collected, we will take reasonable steps to tell the affected people before the new use begins.

For questions, rights requests or data protection complaints, contact:

Open Debate Community Interest Company
Email: oudebateclub@gmail.com
Registered office: Flat 1, 20 Handen Road, Lee, London, England, SE12 8NP
Company number: 16236970