Privacy Policy

Background

Whilst we’re not ones for long spiels of information we understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all our contacts and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Opendoorz

Limited Company registered in England under company number 07421536

Registered Address; 8 King Edwards Street Oxford OX1 4HL

Office Address; Sandford Gate, Sandy Lane West, Oxford OX4 6LB.

VAT number: 103988893

Data Protection Officer – Kate Harriott

Email address; [email protected]

Postal Address; Sandford Gate, Sandy Lane West, Oxford OX4 6LB.

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below

4. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
The right to access the personal data we hold about you. Part 10 will tell you how to do this
The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
The right to restrict (i.e. prevent) the processing of your personal data.
The right to object to us using your personal data for a particular purpose or purposes
The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office

5. What Personal Data Do We Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us):

Name
Date of birth
Gender
Address
Email address
Telephone number
Business name
Job title
Profession
Payment information
Information about your work, preferences and interests.
Income details
Company details ie number of employees, annual turnover

Your personal data is obtained from the following third parties;

Members inviting you as our guest or recommending you to us

6. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for one/or more of the following purposes:

Providing and managing your membership.
Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
Personalising and tailoring our services for you.
Communicating with you. This may include responding to emails or calls from you.
Supplying you with information by email or post that you have opted-in to (you may unsubscribe or opt-out at any time by emailing us. With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message and post with information, news, and offers on our products and services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods:

Whilst you are a member of Opendoorz and/or
For two years post membership or attending a guest event.

8. How and Where Do You Store or Transfer My Personal Data?

Whilst we aim to store all data within the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein) we may store or transfer some or all of your personal data in countries that are not part of the EEA. These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR.

Where we transfer your data to a third party based in the US, ie Dropbox, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar levels of data protection to those in Europe. More information is available from the European Commission.

The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

Follow and regularly review data policy within these countries
Ensure we have data encryption in place.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to two important exceptions

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
Information ( Name Email Telephone Profession Website only) will be shared with our members and guests in the form of a guest list available on our website and printed for the Guest Event Meetings.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within one month of receiving it.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Kate Harriot):

Email address: [email protected]

Telephone number: 07876 024251

Postal Address: Sandford Gate, Sandy Lane West, Oxford OX4 6LB.

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available via our website.

The Opendoorz Code

We really do believe that our own style of networking works…. It’s proven. But we still need commitment from you. For your part, we ask that you follow this Opendoorz Code to make sure that we maintain a positive, professional and productive environment that delivers effective opportunities and results for all our members.

We’ve set out below what we expect as a minimum. They’re pretty simple, but please take some time to read through.

1. Attendance

Showing commitment to the group builds your reputation and credibility and helps you develop relationships that will eventually pay dividends.

There are two meetings per month. While we understand that illness does happen, and holidays are a must, we’d prefer if you didn’t miss any more than 6 meetings in a 12-month membership.
If you need to miss a meeting, a deputy may represent you. Deputies should be colleagues or team members of your company, and this Code will apply to them while they are attending any Opendoorz meeting (or event). If deputising becomes excessive and affects credibility or performance, we may request a review meeting.
Up to 12 weeks’ discretionary absence may be given in cases of maternity or long-term illness. If possible, sending a deputy is encouraged.
Meetings run from 3:45pm to 6:00pm. Members are expected to arrive on time and stay for the full session.

2. Behaviour

All members should act honestly, ethically, and professionally at meetings, events, and in all communications with members and guests. This includes, but is not limited to:

Drinking responsibly at events where alcohol is served.
Being positive, supportive, welcoming, and respectful to all members and guests.
Avoiding rude, offensive, or immoral behaviour, including profane language, gestures, or insults. This includes no discrimination, bullying, or harassment based on age, disability, education, ethnicity, gender, language, national origin, political beliefs, race, religion, sexual orientation, marital/family status, or socio-economic status.
Honouring commitments to the group and other members by attending meetings on time, coming prepared, actively participating, and respecting others’ time.
Conducting all group activities in line with applicable laws, regulations, and professional standards and not engaging in illegal or unethical practices.

3. Contributions

The success of the group depends on the quality, not quantity, of insights, opportunities, guest invitations, and business passed. Members are expected to record and act on this information transparently as follows:

Guests: You are encouraged to bring 4 guests to our guest events each year (that’s one a quarter!). Ideally, guests should align with the key professions beneficial to you and other members.
Opportunities: We like each member to create 8 ‘opportunities’ for fellow members during a membership year. An opportunity is a warm introduction leading to actual communication and potential business. It helps to track introductions, conversions, and revenue monthly to keep up!
Insights: We encourage member insight meetings outside of regular sessions. A minimum of two per month is suggested and really helps members to get to know each other.

We want your membership to be a success, so we ask our members to meet 100% of these contribution expectations in any membership year.

4. Professional Development

Successful professionals commit to continuous improvement, and we are delighted to offer this as part of your membership. Our meetings will include professional development opportunities. In addition to this, we’d ask the following:

That new members attend a ‘CTC’ session within 30 days of joining.
That members take active roles in their group, including becoming an Ambassador, running occasional meetings, or delivering CPD sessions.

5. Confidentiality and Conduct

At all times, confidential issues discussed in meetings must stay within the group. There’s no exception to this!
Members’ contact information should not be used for soliciting direct business and should only be used for introductions and referrals.

6. Reporting Concerns

We know you’ll have a great time but if you experience unacceptable behaviour or notice someone else being subjected to it, please let us know as soon as possible. All reports will remain completely confidential.

7. Bringing this to a close

If a member fails to follow this Code at any time, their membership may be monitored, not renewed, or, in extreme cases, cancelled.

Fees remain payable until the end of the contractual period.

The Legal Bits

At Opendoorz we like to keep things simple. We believe in treating our members as professionals, so you won’t find pages of heavy small print here. That said, we do need to set out some clear terms, so everything runs smoothly, everyone is treated fairly, and you get the best value from your membership.

This document explains the terms of your membership and forms a contract between you and us. The Code of Conduct also aligns with these terms to make sure that you thrive as a member. Please take a moment to read them through.

About your Membership

Membership term:

Your membership will last for a minimum of 12 months.
Renewal is not guaranteed and is subject to a review meeting with an ODZ Associate Director.
On renewal, we ask you to commit to another 12-month minimum term to give your group a solid commitment for the year ahead.

14 day cool off:

We’re happy to give you a 14-day satisfaction guarantee, and if you cancel within 14 days of joining, any monthly fees you’ve paid in advance will be returned to you.
Unfortunately, the joining fee isn’t refundable as this covers our onboarding time and admin costs.
If, during the membership, you decide to end your membership early, you’ll still need to pay the full fees for the rest of the 12-month term (for example, if you leave after 10 months, you’ll still need to pay for the final 2 months). If an individual attends on behalf of a Company, the Company will still need to pay the full fees but may, subject to Opendoorz approval, send a different individual to take the place of the individual who left.

Group structure:

Each group offers one place per profession or discipline, where relevant (for example you may find 2 solicitors in one room covering a conveyancing ‘seat’ and a family ‘seat’). When you apply, we’ll ask you to tell us which profession or discipline you intend to promote, and you’ll be limited to this for the remainder of your membership.
Your membership profession must be your primary or full-time occupation.
We’re pretty relaxed about guests and understand the benefit of inviting guests, even if they work in the same profession as you or another member. We ask that you discuss any conflicts with your fellow members as a courtesy.
Companies may apply for different seats across different groups, but only one individual may be a member of a group at any one time (no cross-pollination, we’re afraid, that’s what guest events are for!) Members can visit other groups during their monthly guest event up to 4 times in 12 months. If an individual on behalf of the company leaves, the company may send a different individual for that seat to take their place, subject to Opendoorz approval.
In exceptional circumstances and with our approval, you may change profession or transfer to another group if space is available and if it benefits the existing group.

The meetings:

Try as we might, we can never guarantee how many people will attend meetings or how many enquiries you’ll receive.
We may need to alter meeting locations, times, days or frequency of meetings at any time.
If there are changes to the group meetings, for example, the venue changes or the meeting time needs to be permanently moved, we’ll work with you to find a suitable alternative group.

Your conduct:

We ask all our members to act professionally and follow the Opendoorz Code. If, in our reasonable opinion, a member doesn’t follow the Code, we may have to revoke their membership. We note that membership fees will still be payable until the end of the membership.
We may refuse membership to any individual or company at our discretion.

Queries throughout your membership:

Any queries or issues should be raised with your Associate Director. Only after that, and if things aren’t resolved, you should escalate them to us, and we’ll do our best to help.

A little bit about the fees

All fees are paid via GoCardless, which includes venue fees and refreshments.
The joining fee is payable immediately and must be paid in full before the membership starts.
Where a Company is sending individual on its behalf, the Company will be responsible for paying the invoice and we will send you a Direct Debit mandate to be completed with the Company’s bank account details.
All fees are subject to VAT at the current rate and may change without notice.
If any payments are late, we may have to suspend your membership until you catch up. We should also let you know that we may also charge interest at 4% above Barclays Bank’s base rate from the due date until payment is made. If payment is overdue by more than 28 days, we will decide to terminate your membership and use a debt collection agency to collect the outstanding amount due to us.
In certain cases, and at our discretion, we may issue a credit note. Credit notes are valid for one year and can be used for the same group or a new group (if a space is available and approved by us).

And Finally

Our liability to you:

We won’t be liable for any loss you suffer in connection with your trade, business, craft, or profession. Our total liability to you, whether in contract, tort, or otherwise, is limited to the total amount you’ve paid us.
At Opendoorz, we provide a supportive environment for people to meet and do business together. However, we aren’t responsible for any agreements made between members or any issues that arise from them.

Your information:

Any information you provide may be shared on our website and on guest lists during the meetings.
Photos and videos may be taken at events for marketing purposes. Please let us know at the start of an event if you don’t want to appear in photos or videos.
We’ll collect and process your personal information in line with our Privacy Policy, which you can find here: https://opendoorz.biz/privacy-policy/

With that bit over with, we’re looking forward to welcoming you as a new member!