Attend An Event

Privacy policy

Last updated: 29/04/2026

ROBIN (“we”, “us”, or “our”) operates the website robinoxford.org.uk (the “Service”).

This page sets out how we collect, use, and look after the personal information you share with us when using our website or engaging with the network. We will only use your information in the ways described in this policy, and we will never sell it.

By using the Service, you agree to the collection and use of information in line with this policy.

Who we are

ROBIN (Responsible Oxfordshire Business Involvement Network) is a volunteer-led network connecting businesses, charities, and public sector organisations across Oxfordshire. The network is run by volunteers and has no paid staff.

For any questions about this policy or the personal data we hold, you can reach us at [email protected].

Information we collect

When you use our Service or get in touch with us, we may collect the following types of personal information:

  • Your name
  • Your email address
  • Your telephone number
  • The name of your business or organisation
  • Any information you choose to share in a message, enquiry, or event registration
  • Details about a venue you may offer to host an event (e.g. capacity, location, accessibility)
  • Event booking details, including the event you have registered for and any preferences or requirements you share at the point of booking

We only collect information that is necessary for the purpose for which it is provided.

How we use your information

We use the personal information you share with us to:

  • Respond to your enquiries
  • Manage event registrations and attendance
  • Coordinate offers of support, including venue hosting and collaborations
  • Keep you informed about ROBIN events and activities, where you have agreed to receive these
  • Improve the Service and our communications

We will not use your information for any other purpose without your consent.

Event bookings

When you book a place at a ROBIN event through our website, we use a booking system to manage your reservation. ROBIN events are free to attend, and we do not collect or process any payment information.

To manage your booking, we collect and store the following information:

  • Your name
  • Your email address
  • Your telephone number (if provided)
  • The event you have booked, including date and time
  • Any additional details you choose to share at the point of booking (e.g. dietary requirements or accessibility needs)

This information is stored securely within our website’s database and is used to:

  • Confirm your booking and send you any related event communications
  • Manage attendee numbers and event logistics
  • Contact you if there are any changes to the event
  • Keep a record of past bookings for our internal reporting

Booking information is retained for as long as necessary to manage the event and for a reasonable period afterwards for record-keeping and reporting purposes. You can request the deletion of your booking record at any time by contacting us at [email protected].

By default, we do not share attendee details with host venues or third parties. However, in some cases it may be necessary to share limited information, such as a name and dietary or accessibility requirement, with a host venue to ensure the event runs smoothly. Where this is necessary, we will share only the minimum information required, and only with parties directly involved in delivering the event. We will never share your information for marketing purposes without your consent.

Lawful basis for processing

Under UK GDPR, we rely on the following lawful bases for processing your personal data:

  • Consent — where you have actively agreed to be contacted or to receive communications from ROBIN.
  • Legitimate interests — where it is reasonably necessary to process your information to run the network, respond to enquiries, or coordinate events, and where doing so does not override your rights.
  • Legal obligation — where we are required by law to retain or disclose information.

You can withdraw consent at any time by contacting us at [email protected].

Log data

Our website may automatically collect certain information that your browser sends whenever you visit the Service (“Log Data”). This may include your IP address, browser type and version, the pages you visit, the time and date of your visit, the time spent on those pages, and other anonymous statistics. This information is used solely to monitor the performance of the website and to keep it secure.

Cookies

Cookies are small data files placed on your device when you visit a website. We use cookies to help the website function properly and to understand how visitors use it.

You can instruct your browser to refuse cookies or to alert you when cookies are being sent. If you do not accept cookies, some parts of the Service may not function as intended.

For full details of the cookies in use on this site and how to manage them, please see our cookie policy or contact us.

Service providers

We may use trusted third-party providers to help us run the Service, for example, our website hosting, email delivery, contact form software, and analytics tools.

These providers only have access to your information where it is necessary to perform their tasks on our behalf, and they are required to keep it secure and not to use it for any other purpose.

Sharing your information

We do not sell, rent, or trade your personal information. We will only share it with third parties where:

  • It is necessary to provide the Service (e.g. our email or hosting providers)
  • You have given us your permission
  • We are required to do so by law

Data retention

We will keep your personal information only for as long as is necessary for the purposes set out in this policy, or for as long as required by law. When the information is no longer needed, it will be securely deleted or anonymised.

Your rights

Under UK GDPR, you have the right to:

  • Access the personal information we hold about you
  • Request that inaccurate information be corrected
  • Request that your information be deleted (“right to be forgotten”)
  • Object to or restrict our use of your information
  • Withdraw consent at any time
  • Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk

To exercise any of these rights, please contact us at [email protected]. We will respond within one month.

Security

The security of your personal information is important to us. We use reasonable technical and organisational measures to protect it. However, no method of transmission over the internet, or method of electronic storage, is completely secure. While we strive to protect your information, we cannot guarantee its absolute security.

Links to other sites

Our Service may contain links to other websites that are not operated by us. If you click a third-party link, you will be directed to that site. We strongly recommend reviewing the privacy policy of every site you visit.

We have no control over, and accept no responsibility for, the content, privacy policies, or practices of any third-party sites or services.

Children’s privacy

Our Service is not directed to anyone under the age of 18.

We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us, and we will remove that information from our records.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page, with the “Last updated” date revised accordingly. We encourage you to review this page periodically for any changes.

Contact us

If you have any questions about this Privacy Policy or how we handle your personal information, please contact us:

Email: [email protected]
Website: robinoxford.org.uk