ORUK Privacy Notice v1.0

Open Referral UK (ORUK) is committed to protecting your privacy and being transparent about the data we collect. This notice explains what information we collect, how we use it, and your rights regarding your personal data.

Introduction of Service: What is Open Referral UK (ORUK)?

ORUK data is a standard that gives a consistent way of recording and sharing information about services. In the UK, most public‑sector organisations maintain their own directories of local services, resulting in the same information being duplicated across different agencies within each area. ORUK defines a standard structure to meet this need for a consistent way of gathering and using data. The ORUK data standard is an open standard.

OpenReferralUK.org or www.OpenReferralUK.org is provided by iStandUK on behalf of stakeholders in the Local Digital community of organisations, within the Ministry of Housing, Communities and Local Government.

iStandUK is hosted by Tameside Metropolitan Borough Council (TMBC) and is formally accountable to TMBC. iStandUK is supported by TMBC therefore, data may be processed on our behalf through TMBC’s secure infrastructure. iStandUK has its own governing board, the steering board includes representatives from local authorities, government departments and other representative groups, such as the Local Government Association (LGA), Society for Innovation,Technology and Modernisation (SOCITM) and techUK iStandUK is the data controller and a data controller determines how and why personal data is processed.

What data we collect

The personal data we collect from you includes:

We only collect personally identifiable information (PII) when you voluntarily provide it. This typically occurs when you contact us, or register for our services. This may include:

• Identity Data: Your name and job title
• Contact Data: Your email address and organisation name.
• Preference Data: Your subscription preferences for our mailing lists and alerts.

We use this information to respond to your enquiries and where you have provided explicit consent, to send you marketing correspondence or network updates.

You will only receive marketing correspondence from ORUK if you have opted in to receive it. You have the right to withdraw your consent at any time.

How to opt-out:

• Click the ‘Unsubscribe’ link found in the footer of any marketing email.

• Email us directly at hello@OpenReferralUK.org to request removal from any - communication groups or networks supported by ORUK

Use of Cookies

What are cookies?

To make our website easier to use, this website stores small text files called ‘cookies’ on your device (computer, tablet, or smartphone). These files contain small amounts of data that help our website recognise you and remember your preferences to improve your browsing experience.

The Information We Collect via Cookies

When you visit our website, you can do so without revealing your identity. However, to ensure the security and performance of our site, our servers and services automatically collect certain technical information.

This information is processed under our legitimate interests to measure site usage, improve content and maintain the technical integrity of our digital services. This data is generally aggregated and does not identify you personally.

How we use cookies

We categorise our cookies into two main types:

• Strictly Necessary Cookies: These are essential for the website to function. They enable core features such as security, network management and accessibility. You can set your browser to block these cookies, but some parts of the site may not function correctly as a result. These cookies do not store any personally identifiable information.

What is collected:

Device and Network Data: Your Internet Protocol (IP) address, domain name, and details of the operating system (e.g. Windows, MacOS, iOS) and web browser version (e.g., Chrome, Edge, Safari) used to access the site.

• Analytical/Performance Cookies: We use these to measure how visitors interact with our site. This helps us understand the "user journey" for example, which pages are viewed most often and the route a user takes through the site. This data is non-personally identifiable; it is aggregated to help us improve site performance and content.

What is collected: Usage Data:

Aggregated metrics such as the number of visits, average time spent on the site, and specific pages viewed.

When you visit the ORUK website for the first time, a banner will appear asking for your consent to use non-essential (analytical) cookies - Under UK law, you cannot "pre-tick" consent boxes for analytical cookies; the user must take an affirmative action.

• Your preference will be remembered for subsequent visits.
• As permitted by law, strictly necessary cookies are deployed automatically to ensure the site operates safely and efficiently.

You have the right to choose whether or not to accept cookies. Most web browsers allow you to manage or block cookies through their settings.

To find out more about how to see what cookies have been set and how to manage, delete, or block them, you can:

• Consult your browser’s ‘Help’ file.
• Visit wwww.aboutcookies.org or www.allaboutcookies.org for independent, comprehensive guidance.

How We Use Personal Data

Under UK GDPR, we must have a lawful basis to process your data. We use your data for the following:

Purpose/Activity	Type of Data	Lawful Basis for Processing
Service Delivery: Providing resources, testing/inspecting open data feeds, and managing your account.	Identity, Contact	Contractual / Legitimate Interest
Communications: Sending updates on the ORUK programme or responding to queries.	Identity, Contact	Legitimate Interest
Marketing: Sending newsletters and recommending relevant services.	Identity, Contact, Preferences	Consent (You may withdraw this at any time)
Site Security: Identifying threats and ensuring the integrity of the website.	Technical, Usage	Legitimate Interest

How We Share Personal Data

We do not sell or rent your data to third parties. We only share your information with:

• Service Providers: Sub-contractors and technology suppliers who process data on our behalf (e.g. Mailchimp for newsletters and Tameside MBC for secure server hosting).
• Legal Requirements: If required by law, such as by court order or for the prevention of fraud.

Your Rights and Accessing Your Data

Under UK law, you have the following rights:

• Right of Access: Request a copy of your personal data.
• Right to Rectification: Ask us to correct inaccurate or incomplete data.
• Right to Erasure: Ask us to delete your data (the "right to be forgotten").
• Right to Restriction/Objection: Limit how we process your data or object to it entirely.
• Right to Data Portability: Request the transfer of your data to another organisation.
• Right to Withdraw Consent: Where we rely on consent (e.g., marketing), you can withdraw it at any time.

Data Retention

We only keep your data for as long as necessary to fulfil the purposes we collected it for.

• Email/Marketing Data: Retained until you unsubscribe.
• Feedback Data: Retained for 2 years.
• Access Log Data (Security): Deleted after 120 days.

Children's Privacy Protection

Our services are not designed for, or intentionally targeted at, children 13 years of age or younger. We do not intentionally collect or maintain data about anyone under the age of 13.

Artificial Intelligence

This website may utilise AI technologies to enhance internal operations; however, we exclusively use Microsoft Copilot. We do not use AI to store, collect, or process personal data, its application is strictly limited to internal productivity and support functions within our organisation. We do not use automated decision making.

Links To Other Websites

OpenReferralUK contains links to other websites

This Privacy Notice only applies to OpenReferralUK.org, and does not cover other sites that we link to.

Following a link to another website

If you go to another website from this one, read the Privacy Policy on that website to find out what it does with your information.

Following a link to OpenReferralUK.org from another website

If you come to OpenReferralUK.org from another website, we may receive personal information from the other website. You should read the Privacy Policy of the website you came from to find out more about this.

Information accessed via Open Referral UK data feeds

This Privacy Notice only does not cover data exposed from data feeds accessed via Application Programming Interfaces from publishers of services data. It is the publishers’ responsibility to protect the privacy of their users and only publish information that can be shared according to the General Data Protection Regulation.

Contact Us Or Make A Complaint

If you have any questions or concerns about how we handle your personal information, or would like to make a complaint, please email hello@OpenReferralUK.org , or contact us at iStandUK/ORUK, Tameside MBC, Tameside One, Market Place, Ashton-under-Lyne, OL6 6BH.

You can also contact our Data Protection Officer at information.governance@tameside.gov.uk or by calling 0161 342 8355.

Details of the data we hold, will be provided on request. Any request of this nature should be directed to the e-mail address shown above.

If you remain unhappy with how we have used your data after raising a complaint with us, you can also complain to the ICO. Their information can be found here: https://ico.org.uk/make-a-complaint/

Further guidance on the use of personal information can be found at the Information Commissioner’s Office.