About Telfer House
Telfer House is owned and operated by Open Doors with Brother Andrew (Company No. 06327802 ) (Charity No. 1125684) – hereafter referred to as ODUK&I.
Our correspondence address is: PO Box 6, Witney, Oxfordshire, OX29 6WG, United Kingdom.
For the purposes of this document, ‘us’, ‘we’ and ‘our’ refer to ODUK&I.
Our privacy pledge
We are committed to protecting your personal information.
We will:
- keep your information secure;
- only collect the information we need to;
- only share information where necessary to deliver our services or comply with legal obligations;
- respect your rights under UK data protection law.
How we collect personal information from you
Personal information is collected directly from you when you interact with ODUK&I. For example,
- Sending or receiving an email
- Making an enquiry
- Visiting our websites
- Where we have a face-to-face relationship with you
Information may be collected in person, over the phone, through our websites, booking forms, social media, email or from something you’ve posted to us.
What information we collect about you
The information we hold will typically include some or all of the following:
- Your name
- Postal address
- Email address
- Phone number
- We may capture CCTV footage of you for the purposes of safety and security
- Details about your phone call e.g. why you called, comments.
If you interact with us online, we may also collect:
- IP addresses
- Details of pages visited
Website usage information is collected using cookies: see the section on cookies below.
We may collect information from Companies House, the Charity Commission, and information published in articles, newspapers or social media.
Where relevant to your booking request, we may ask for details about the organisation, church or group hiring the venue. We will only collect this information where necessary and will process it in accordance with UK data protection law.
We may ask you for details of any accessibility needs you may have, so that we ensure our event is inclusive, in line with the provisions of the Equality Act 2010.
We may also receive information about you from other sources (including public sources). This is explained in the ‘How we might use your information’ section below.
How we might use your information
We may use the personal data we collect to:
- respond to enquiries;
- manage room and venue bookings;
- communicate with you about your booking;
- process payments and refunds;
- fulfil contractual obligations relating to room hire;
- maintain security and safety at our premises;
- deal with complaints or incidents;
- comply with legal, accounting and regulatory requirements;
- improve our website and services.
Contract performance
We will contact you regarding your enquiry or to assist with managing your booking. This doesn’t affect your other communications preferences.
Legitimate interest
- We may also contact you by post or telephone where we have a legitimate interest to do so – for example, to follow up a request you have made.
- Where you have previously asked us not to contact you in this way, we will continue to respect your contact preferences.
- You can amend your preferences at any time by contacting us by via telephone, post or email as shown in the section ‘Your choices and telling us when things change’ below.
How and where we store your information
Booking records are normally retained for up to 7 years following the completion of a booking to meet legal, accounting and insurance requirements. CCTV footage is typically retained for up to 30 days unless required for an investigation. Website enquiry records are retained for as long as necessary to respond to the enquiry and manage any resulting booking.
Security
We may make limited use from time to time of trusted external companies to collect or process personal data on our behalf, such as providing forms for data capture. When we do so, we carry out checks on these companies, and to ensure they will handle personal data securely and safely we have contractual arrangements with the companies to ensure our requirements are clear. When we do use external companies, we remain responsible for the storing and processing of your personal data.
Credit / debit card security
If you use your debit or credit card, for example to pay for the hire of a facility, whether online, over the phone or by mail, we will process your information securely in accordance with the Payment Card Industry Data Standard.
We do not store your debit or credit card details once your transaction has been completed.
We hold bank account details for the purpose of collecting direct debits in accordance with direct debit mandate rules.
Where we store your personal information
The data we process and store is within the European Economic Area (EEA). It may be that some of our suppliers use cloud-based storage; however, we take steps to make sure they provide an adequate level of protection in accordance with UK data protection law. We adopt the Information Commissioners approved measures and therefore ensure that personal data is held in compliance with European data protection regulations. We take all reasonable steps to ensure that your data is stored and processed securely in accordance with this policy. By submitting your personal data you agree to this transfer, storing and processing of your information.
When we share your information
We do not share your information with any other charities or organisations for the purposes of their marketing – as this would conflict with our core values and desire to treat hirers with respect.
Our service providers and third parties
From time to time we may employ trusted suppliers to carry out tasks on our behalf. These agents are bound by contract to protect your data and we remain responsible for their actions.
We use external parties to provide services such as event ticketing, data capture and email processing. In some circumstances we work with suppliers who may hold your data outside of the UK. Where service providers process personal data outside the UK, we ensure appropriate safeguards are in place, including the UK International Data Transfer Agreement (IDTA), UK Addendum to the EU Standard Contractual Clauses, or other lawful transfer mechanisms recognised under UK data protection law.
In some cases supporters who use these services may become a customer of the third party in conjunction with being a customer of ODUK&I if this is the case we will make it clear on the web page, and to exercise your rights to be forgotten or to access your data you will need to make these requests directly to these third parties.
We may provide third parties with general information about users of our site, but this information is both aggregated and anonymous. However, we may use IP address information to identify a user if we feel that there are or may be safety and/or security issues or to comply with legal requirements.
Cookies
We use essential cookies to ensure the website functions properly. We may also use analytics cookies to help us understand how visitors use our website. Where required by law, non-essential cookies will only be placed on your device with your consent.
Your choices and telling us when things change
Updating your details
We want to communicate with you effectively. It’s much easier if your details are up to date, so we really appreciate it if you let us know when your details change.
How to have your information deleted
The UK GDPR introduces a right for individuals to have personal data erased and this can be requested verbally or in writing from the data protection officer or via our team.
How your data will be deleted
We retain information on previous customers for analysis purposes, and so the action we will take is to anonymise your data so that we can continue to use this information for historical research and statistical purposes whilst preserving your privacy. We have a standard procedure for doing this across all of our record systems. Our commitment is to complete this change within one month of the request being received.
What about data you share with other organisations – will this be deleted?
We do not share your information with third parties except where we need to fulfil a contract, and this data is subject to our need to retain this information.
Your information – your rights
For any of the following areas, please contact the Data Protection Officer:
Data Protection Officer
Open Doors
PO Box 6
Witney
Oxfordshire
OX29 6WG
United Kingdom
Telling us to stop processing
You have the right to ask us to stop using your personal information for marketing purposes or for any other purpose where there is no legal requirement for continued processing.
How to request a copy of the information that we hold about you, otherwise known as a Subject Access Request
You have the right to ask for a copy of all the information related to you that we hold.
How to ask us to amend or delete your information
If your information is out of date, or if there is no longer justification for us to hold it, you can ask for it to be updated, removed or blocked by contacting the Data Protection Officer in writing.
How to request your information
You can ask for a copy of any personal information that you have provided to us in the past. We will provide it in a clear and easy to follow format.
Data Complaints
If you are unhappy with how we have processed your data you can contact us via one of the following means to complain. We would recommend that you do not discuss your data via social media platforms. One of the below mediums is more secure.
- Telephone – by contacting us directly in Supporter Relations on +44 (0)1993 460015.
- Email – by contacting our dedicated incoming email address [email protected]
- Post – by contacting us at Open Doors, PO Box 6, Witney, Oxon OX29 6WG
In the first instance, please talk to us directly so we can help resolve any problem or query you have.
Please note: We may need to verify your identity before we can manage your personal data. If you are acting on behalf of somebody else, we will need to know you have their permission to manage their personal data.
You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection using their help line 0303 123 1113 or at ico.org.uk
Changes to this policy
This policy was last updated in August 2026. We may amend this policy from time to time to take account of changes to our processes or changes to data protection or other associated legislation. If we make any significant changes to this policy we will show this clearly on our website, and/or by contacting you directly.