Ordnance Survey Outdoor Exploration Portal - Data Protection and Privacy Notice

Ordnance Survey is committed to protecting and respecting your privacy. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

1. For the purposes of the Data Protection Act 1988 (the “Act”) the data controller is Ordnance Survey.

2. Any defined terms used herein have the same meaning as in the OEP Rules, which are viewable by clicking here.

3. We may collect and process personal data that you provide to us at the time of registering to use the OEP, posting Submissions or utilising other interactive services on the OEP, or requesting further services in connection with the OEP. We may also keep a record of your communications with us.

4. Your personal data are held by the Administrator and are kept confidential on our secure database.

5. We will use your personal data to provide you with our OEP services, for administration, to respond to complaints and to ensure that the content of the OEP is tailored to your needs and interests.

6. We may also use your personal data to provide you with information (via email) about Ordnance Survey’s goods and services which may be of interest to you. If you do not want us to use your personal data in this way please tick the relevant box when you register for our service.

7. We will not use your personal data in connection with other parties goods and services and we will not pass on your personal data to any third parties.

8. For quality control purposes, we may monitor and/or record your communications with us.

9. We take appropriate measures to ensure that your personal data is kept secure and is kept for only so long as is necessary for the purpose for which it is used. We only hold such personal data about you as you have provided to us and we update this personal data within 5 working days of any new or updated personal data being provided to us by you, to ensure that the personal data we hold about you is as accurate and up to date as possible.

10. In the event that you register your details with us, we will store your personal data for so long as you maintain a Login. After you cease to have a Login we will keep your personal data on our records for a period of 12 months to enable us to respond to any queries or complaints that you may have.

11. By providing us with your personal data you consent to our transferring your personal data to countries or jurisdictions that do not provide the same level of data protection as is provided in the United Kingdom.

12. If you have provided us with data about another person, you confirm that they consent to the processing of their personal data and that you have informed them of our identity and the purposes (as set out above) for which their personal data will be processed.

Your Rights

13. You are entitled to ask for a copy of any personal data that we hold about you (for which we may charge a small fee) and to have any inaccuracies in your personal data corrected.

14. You have the right to ask us not to process your personal data for direct marketing purposes. You can exercise your right to prevent such processing by checking certain boxes when you register for our service. You can also exercise the right at any time thereafter by clicking on the appropriate ‘unsubscribe’ icon on the actual marketing communication.

15. We may link to other websites. We are not responsible for the privacy policies of such website, nor for the way in which information about their users is treated. In particular, unless expressly stated, we are not agents for these web sites, nor are we authorised to make representations on their behalf.

IP Addresses and Cookies

16. We may collect information about your computer (including where available your IP address (a unique identifier for your computer or other access device) for system administration. This is statistical data about our User’s browsing actions and patterns and does not identify any individual.

17. We may also collect and store information about you in a cookie (a small file that is sent by our web server to the hard drive of your computer), which we can access when you make return visits to the OEP. Sending cookies is usual practice for any website that needs to remember what its users’ preferences are. We use cookies to keep track of your choices in the OEP (such as Login, Login time, User preferences etc.) which enables us to customise the OEP according to your individual interests and to speed up your searches.

18. If you want to delete any cookies that are already on your computer, please refer to the instructions for your file management software to locate the file or directory that cookies are stored in. Our cookies have the file names; osoep_session_id. If you want to stop cookies being stored on your computer in the future, please refer to your browser manufacturer’s instructions by clicking “Help” in your browser menu. Further information about deleting or controlling cookies is available at www.aboutcookies.org.

19. If your personal details are collected by us and they change, you can update your details by sending an email to explore@ordnancesurvey.co.uk OR logging into the portal and updating your details in the ‘my profile’ or ‘my details’ section. If you have any queries about how we use your personal data, please contact the Administrator by writing to Romsey Road, SOUTHAMPTON, UK, SO16 4GU or by email on explore@ordnancesurvey.co.uk.