Who we are

Oxford Trees of Life is a community photography project run by New Road Baptist Church, a registered charity in England and Wales (charity number 1126842). Our website address is: https://oxfordtreesoflife.org.

Data Controller: New Road Baptist Church, Bonn Square, Oxford OX1 1LQ, United Kingdom. Registered charity number 1126842.

What personal data we collect and why

Photo and artwork submissions

When you submit a photo, drawing, or painting through our upload form, we collect:

• Your name (or chosen display name)
• Your email address
• The image you upload
• Your description of the tree and why it is special to you
• The approximate location of the tree (if you choose to provide it)

Legal basis: Consent (UK GDPR Article 6(1)(a)). By submitting your entry, you consent to us displaying your image, name, and story in our online gallery, interactive map, and potentially in a physical exhibition.

Contact form

When you use our contact form, we collect your name, email address, and message. We use this information solely to respond to your enquiry. Legal basis: Legitimate interest (UK GDPR Article 6(1)(f)).

Cookies

Our website uses only essential cookies required for the site to function (e.g. session cookies, security tokens). We do not use advertising or tracking cookies. If you log in to the site, additional cookies will store your login information and display preferences.

Embedded content

Pages on this site may include embedded content (e.g. maps). Embedded content from other websites behaves in the same way as if you had visited that website directly and may collect data about you or use cookies.

Who we share your data with

We do not sell or share your personal data with third parties for marketing purposes. Your data may be shared with:

• Our hosting provider — for the purpose of serving the website
• Cloudflare — for security and spam prevention (Turnstile)

How long we retain your data

Submitted images and associated information are retained for the duration of the project and exhibition, and for a reasonable period afterwards for archival purposes. Contact form messages are retained for up to 12 months. You may request deletion at any time (see your rights below).

Your rights under UK GDPR

Under the UK General Data Protection Regulation and the Data Protection Act 2018, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data (“right to be forgotten”)
• Restrict processing — ask us to limit how we use your data
• Data portability — request your data in a machine-readable format
• Withdraw consent — withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal
• Object — object to processing based on legitimate interest

To exercise any of these rights, please contact us using the contact form or write to us at the address above. We will respond within one month as required by law.

Children’s data

We welcome submissions from children. If you are under 13, a parent or guardian must submit on your behalf and provide their consent. We do not knowingly collect personal data from children under 13 without parental consent.

Data security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction. Our website uses HTTPS encryption for all data transmitted between your browser and our servers.

Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the matter. You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk

Changes to this policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.