Privacy Policy

This Privacy Policy explains how the Oxford Centre for Leadership (“OCL”, “we”, “us”) collects, uses and protects personal information when you visit our website, apply for or enquire about our programmes, or take part in them. We are committed to handling personal information fairly, lawfully and securely, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The Oxford Centre for Leadership is the data controller for the personal information described in this policy. Our registered office is 2 Burlington Crescent, Oxford, OX3 8DY, United Kingdom.

If you have any questions about this policy or how we handle your information, please contact us at contact@oxfordcentreforleadership.com or on +44 208 242 4946.

2. Information we collect

When you apply for a programme

Our application forms ask for the information we need to assess an application and, if a place is offered, to deliver the programme safely. Depending on the programme, this may include:

• the applicant’s name, date of birth, gender (optional), nationality, country of residence, email address and phone number;
• the name, relationship, email address and phone number of a parent or guardian for applicants under 18, and their consent to the application;
• details of a school or agent completing the form on a student’s behalf;
• education details, such as school or university, year of study, curriculum, grades, subject choices and university plans;
• professional details for our executive programmes and conference, such as job title, organisation, sector, experience and billing contact;
• a personal statement and, optionally, referee details;
• travel information, such as whether a UK visa or airport transfer is needed;
• welfare information, such as dietary requirements and any medical, accessibility or learning needs you choose to tell us about.

When you send an enquiry

Your name, position, organisation, country, contact details and the content of your message.

When you take part in a programme

Attendance and progress information, emergency contact details, information needed to arrange accommodation, transfers and activities, and records of any welfare, safeguarding or disciplinary matters. Photographs and video may be taken at our events (see section 7).

When you use our website

• Technical information. Like most websites, our servers record technical information such as your IP address, browser type and the pages you visit, to keep the site secure and working properly.
• Saved application drafts. While you complete an application, your answers are saved in your own browser (local storage) so you can return and finish later. This draft stays on your device and is not sent to us until you submit the form. It is deleted when you submit, and you can clear it at any time by clearing your browser data.
• Cookies. Our website uses only cookies that are strictly necessary for it to work. We do not use advertising cookies or third-party analytics cookies. If this changes, we will update this policy and ask for your consent where required.
• Fonts. Our website loads fonts from Google Fonts. To deliver them, your browser connects to Google’s servers, which receive your IP address. Google’s privacy policy is available at policies.google.com/privacy.

We do not collect payment card details through this website.

3. How we use your information and our lawful bases

We only use personal information where the law allows us to. We use it to:

• assess applications, offer places and deliver our programmes, including accommodation, transfers, teaching, activities and certificates. This is necessary to take steps at your request before entering into a contract, and to perform our contract with you (or with the parent or guardian of a participant under 18);
• keep participants safe and meet our safeguarding responsibilities, including supervision, first aid, risk assessments and contacting parents or guardians. This is necessary for our legitimate interests in running safe programmes and, where applicable, to comply with our legal obligations;
• respond to enquiries and communicate with you about your application or programme. This is necessary for our legitimate interests, or to take steps before entering into a contract;
• provide documents to support a UK visa application when a place has been confirmed and you ask us to;
• keep proper financial and business records, to comply with our legal obligations;
• send you information about future programmes, only if you have opted in. You can withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us;
• protect someone’s vital interests in an emergency, for example by sharing medical information with healthcare professionals.

Health and other sensitive information

Information about health, disabilities, learning needs or dietary requirements linked to religion is “special category” data. We use it only to support participants and keep them safe, for example to make reasonable adjustments, provide suitable meals and respond to medical needs. We rely on your explicit consent when you choose to provide it in the application form, and, where necessary, on the conditions for safeguarding children and individuals at risk and for protecting vital interests under the Data Protection Act 2018. Access to this information is limited to the staff who need it.

4. Children and young people

Some of our programmes are for young people aged 12 to 18. For participants under 18, we ask for the details and consent of a parent or guardian, and we communicate with them about important matters. We collect only the information we need to assess an application and look after the participant, and we do not use children’s information for marketing. Young people have the same data protection rights as adults, and a parent or guardian may exercise them on their behalf where appropriate.

5. Who we share information with

We never sell personal information. We share it only where necessary, with:

• our programme staff, tutors and residential deans who need it to deliver the programme;
• colleges, venues and accommodation providers that host our programmes;
• transport and activity providers, for example airport transfers and excursions;
• service providers who support our operations, such as website hosting, email and IT providers, who act on our instructions and must keep information secure;
• healthcare professionals and emergency services where necessary;
• police, safeguarding authorities, regulators or other public bodies where we are required or permitted by law to do so;
• professional advisers, such as lawyers, accountants and insurers, where necessary.

6. International transfers

Some of our service providers may process information outside the UK. Where they do, we make sure appropriate safeguards are in place, such as a UK adequacy decision or the International Data Transfer Agreement or Addendum approved by the UK Information Commissioner.

7. Photographs and video

We take photographs and video at our programmes and events to record them and to promote our work, as described in our Terms & Conditions. If you would prefer not to appear in promotional materials, please let us know before or during the programme and we will respect your request wherever reasonably possible.

8. How long we keep information

We keep personal information only for as long as we need it for the purposes described in this policy:

• applications and enquiries that do not lead to a place: up to 24 months, so we can respond to follow-up questions and future applications;
• participant records: for six years after the end of the programme, to meet our legal, accounting and insurance requirements;
• safeguarding records: for as long as required by statutory guidance and law;
• marketing preferences: until you unsubscribe.

When information is no longer needed, we delete it securely or anonymise it.

9. How we protect your information

We use appropriate technical and organisational measures to protect personal information, including encrypted connections (HTTPS) to our website, access controls so that only authorised staff can view applications, and secure storage. Applications submitted through our website are stored securely in our website’s administration system and sent to our admissions team by email.

10. Your rights

Under data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information;
• ask us to restrict how we use your information;
• object to our use of your information where we rely on legitimate interests, and to direct marketing at any time;
• ask us to transfer your information to another organisation;
• withdraw your consent at any time where we rely on consent.

Some of these rights apply only in certain circumstances. To make a request, contact us at contact@oxfordcentreforleadership.com. We will respond within one month and will not usually charge a fee.

11. Complaints

If you have concerns about how we handle your personal information, please contact us first so we can try to help. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page.

Last updated: October 2026.