Privacy Notice

Community Oil Buying Syndicate


Privacy Notice


1. Who we are

The Community Oil Buying Syndicate, trades as the Community Oil Buying Syndicate and the Nuthurst Oil Buying Syndicate and is the owner and operator of (our website).


2. Introduction

The Oil Buying Syndicate (We) are committed to protecting and respecting your privacy and will be clear and transparent about the data we collect and what we will do with that data.


This notice explains the lawful basis on which any personal data that you provide to us, will be processed by us. Please read the following carefully to understand our notice and practices regarding your personal data and how we will process it. By visiting our digital services, you are accepting and agreeing to the practices described in this notice, which apply solely to the personal data collected by the Oil Buying Syndicate.


For the purpose of compliance with UK data protection law, the data controller is the Oil Buying Syndicate.


3. How do we collect personal data?

Personal data means any personal data relating to you which allows us to directly or indirectly identify you. Certain personal data is categorised by UK data protection law as ‘special category data’, such as personal data about your health.


We obtain personal data from you when you enquire about our services, become a member or renew membership, send or receive email, interact with us on social media, ask a question or otherwise provide us with personal data. We may also receive personal data about you from third parties, for example, our third party providers or from a friend who wants to tell you about our services.


The Oil Buying Syndicate will inform you at the point of collection what the purpose of the data processing is and provide you with the relevant information to access this Privacy Notice.


4. What personal data do we collect?

If you join as a member of the Oil Buying Syndicate, we may collect the following personal data, in order to fulfil the services of your membership:


  • Title
  • First name
  • Middle name(s)
  • Surname
  • Postal address(s)
  • Email address(s)
  • Telephone number(s)
  • Bank account details if provided on a cheque (details not retained)
  • Social media username (if you interact with us through social media)
  • Oil provider (oil supplier) account number


Please help us keep your personal data up to date by notifying us of any changes. Our contact details can be found in the ‘Contact us’ section at the bottom of this notice.


5. How do we use your personal data?

Depending on your relationship with us, we will use your personal data for the following purposes:

  • to administer your membership
  • to provide you with regular email/telephone/postal communications of the most competitive oil prices within the area, along with details of the oil provider (oil supplier).
  • to provide you with any information you have requested
  • to provide information to you about us and our services
  • to process payments and prevent fraudulent transactions
  • to interact with you via social media (please refer to Facebook for their data policy)
  • statutory and regulatory compliance
  • to share with third party oil providers (oil suppliers), which allows you to access the most competitive oil price for the purposes described above


6. How do we protect your personal data?

We take appropriate security measures to protect personal data that is disclosed to us and keep it secure, accurate and up to date. We use established market leading services for many of our processing activities which are compliant with stringent privacy and security standards based on industry best practices.


7. Where your personal data may be processed

The Oil Buying Syndicate operations are based in the UK and this is where the majority of your personal data will be processed.


Some third parties which we use for services such as cloud-based email providers may transfer data outside the European Economic Area (EEA) but we will only allow this if your data is adequately protected.


To protect your data when it is transferred outside the EEA we will either:

  • put in place contract clauses approved by the European Commission or the relevant data protection regulator to protect your data;
  • ensure that the country that the data is transferred to has been approved as adequate for data protection by the European Commission; or
  • ensure that one of the other safeguards set out in the UK data protection law is in place.


8. Sharing your personal data

We may share your personal data with other trusted third parties, for the purpose described in this Privacy Notice, such as:


  • oil providers (oil suppliers) in order to fulfil a delivery
  • infrastructure service providers
  • cloud service providers
  • data storage service providers
  • social media hosting services (please refer to Facebook for their data policy)
  • if we are under a duty to disclose or share your personal data in order to comply with any legal obligation


We do not sell personal data to third parties.


9. What is the lawful basis for processing personal data?

Processing your personal data is permitted only under a lawful basis. The lawful bases that the Oil Buying Syndicate operates under are listed below, along with the purpose of the processing.


(a) Necessary for the performance of a contract

When you become a member and provide us with your personal data, certain processing activities are considered necessary. This includes activities such as registering you as a new member and regularly contacting you via email (unless telephone or postal communications have been requested) with the most competitive oil prices within the area, along with details of the oil provider (oil supplier).


When you buy services from us we will process your personal data where this is necessary for us to provide you with those services, including by sharing your data with third parties involved in providing the services to you.


(b) Legitimate interests

We also process your data where this is necessary for our administration of our business and to manage our relationship and correspondence with you, on the basis that we have a legitimate interest in doing this, which does not materially impact your interests, fundamental rights and freedoms.


(c) Legal obligations

There are circumstances when we are required to process personal data in order to meet our legal obligations. Processing data under this basis can relate to financial data and HMRC reporting requirements. When processing on the basis of legal obligations, you have no right to object or right to erasure.


10. How long is my personal data retained?

Whenever we collect your personal data, we will not keep it for longer than is necessary to fulfil the purpose for which it is being processed. What is necessary will depend on the circumstances of each data type, taking into account the reasons that the personal data was obtained, but if relevant, the length of retention is determined in a manner consistent with legal and regulatory obligations.


When we no longer need your personal data, we will securely delete or destroy it.


11. What are my rights?

Under UK data protection law, you (as a data subject) have the following rights:


1) Right to be informed

We must provide you with the purpose for the processing of your personal data.


2) Right of access

This enables you to receive a copy of the personal data that we hold about you.


3) Right to rectification

You can ask for the information we hold about you to be rectified, if it is inaccurate or incomplete.


4) Right to erasure

Also known as ‘the right to be forgotten’ this right, under certain circumstances, provides you with the ability to ask for the deletion of your personal data.


5) Right to restrict processing

This enables you to ask us to restrict or supress the processing of your personal data.


6) Right to data portability

You can ask for a copy of your personal data to be transferred to you or another data controller in a structured, commonly used and machine-readable format.


7) Right to object

You have the right to object to the processing of your personal data.


12. Exercising your data subject rights

To exercise any of your rights, please contact the Community Oil Buying Syndicate, as follows:





Data Controller, Community Oil Buying Syndicate, Meadow Cottage, Nuthurst, Horsham, West Sussex, RH13 6LH



01403 891181


We may request further personal data from you to help us verify your identity and if you have authorised a third party to act on your behalf, we will ask them to prove that they have permission to act on your behalf.


Once we have all the personal data necessary to respond to your request and have confirmed your identity, we’ll fulfil your request without undue delay and in any event within one calendar month. Note that this timeframe may be extended by two further months if your request is particularly complex or there is a large volume of requests. If we are unable to action your request to exercise one or more of your rights, we will explain the reasons why.


13. Make a complaint

If you feel your personal data has not been processed properly, please contact us via telephone on 01403 891181 or via email at to allow us the opportunity to rectify your concerns.


If you are still unhappy, you have the right to complain to the Information Commissioner’s Office (ICO), who regulate UK data protection law. The ICO’s contact details are available here: (opens in a new window; please note we cannot be responsible for the content of external websites).


14. Contact us

If you would like any information about the Community Oil Buying Syndicate, its activities or you have any queries relating to the Privacy Notice you can contact us by telephone on 01403 891181 or email You can also write to the Community Oil Buying Syndicate, Meadow Cottage, Nuthurst, Horsham, West Sussex, RH13 6LH.


15. Updates

Please check back regularly for any changes to this Privacy Notice (Version 1.0) which was updated on 25th May 2018.




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