Privacy Policy

This notice sets out the basis on which any personal data we collect from you or that you provide to us is collected and processed by us, whether online (through ‘our Site’:, via telephone, email, in letters or in any other correspondence or from third parties.



The Oxford Institute for Energy Studies (OIES) is an independent research institute.

Oxford Institute for Energy Studies is comprised of both a charity and a trading company. In this policy wherever you see the words ‘we’, ‘us’ or ‘our’, it refers to both our charity and/or our trading company.

Our trading company is wholly owned and controlled by our charity. Any information we collect may be used by both our entities. Our trading company exists as a separate legal entity so that we can provide some limited consulting services.

OIES is registered in England as a company limited by guarantee (without share capital) No. 1676971.

It is also a registered charity (No. 286084) regulated by the Charity Commission.

Our trading address is 57 Woodstock Road, Oxford, OX2 6FA, UK. Our VAT number is GB348932227.

OIES Services Ltd, registered company No.11877684. Our trading address is 57 Woodstock Road, Oxford, Ox2 6FA. Our VAT number is 334 2529 16.

We are registered as data controllers with the Information Commissioners’ Office under the UK Data Protection Act 2018:

The Oxford Institute for Energy Studies: registration number Z7007145.

We take great care to comply with the requirements of data protection law in force in the UK, relating to the processing of your personal data, including the UK Data Protection Act 2018 (‘The Act’), the Privacy and Electronic Communications Regulations 2003 and the UK General Data Protection Regulation 2018.


This privacy policy explains what information we collect, how we protect any information you submit to us, and how we use it.


Personal information may be collected from you in various ways:

Site usage tracking – Cookies

To make this site simpler, small data files are placed on your computer. These are known as cookies. Most big websites do this too.

They improve things by:

  • remembering settings, so you don’t have to keep re-entering them whenever you visit a new page
  • remembering information you’ve given (eg your postcode) so you don’t need to keep entering it
  • measuring how you use the website so we can make sure it meets your needs

Our cookies aren’t used to identify you personally. They’re just here to make the site work better for you. Indeed, you can manage and/or delete these small files as you wish.

We use the following cookies:
__utmb domain provided by
Session cookie set by Google Analytics

__utmt domain provided by
Session cookie set by Google Analytics

__utmz domain provided by
Session cookie set by Google Analytics

__utmc domain provided by
Session cookie set by Google Analytics

__utma domain provided by
Session cookie set by Google Analytics

And when logged in it adds:

wordpress_logged_in_* domain provided by
Session cookie set by WordPress

We use Google Analytics to collect information about how people use this site. We do this to make sure it’s meeting its users’ needs and to understand how we could do it better. Google Analytics stores information about what pages you visit, how long you are on the site, how you got here and what you click on. Google Analytics does not collect or store your personal information (e.g. your name or address) so this information cannot be used to identify who you are.

There are also cookies that store basic data on your interactions with WordPress, the CMS running this website.

Most web browsers automatically accept cookies; however you may delete, or disable cookies by following the instructions at  Please note that you may not be able to take full advantage of our website if you disable cookies and this may impair your experience of the service.

Further information about cookies can be found on the Interactive Advertising Bureau’s website

We do not automatically collect any other information about visitors to our website, and we do not share, sell, or disclose any information you provide when purchasing books online or subscribing to our email list.

There are three places on our site where personal information is collected at the visitor’s request.

Personal data that you provide by filling in forms on our Site and might include:

First name

Last name

Email (for login)



Telephone number

We may also ask you for:

Information when you report a problem with our Site.

Information relating to your area of expertise as a result of communicating with us.

Sensitive personal data:

Information that we obtain from you when you apply for a role at OIES. This may include sensitive information such as:

Commission of criminal offences and/or involvement in criminal proceedings

We may also receive information about you from third party event co-organizers or event/research funders. This can include your personal data such as:

Your name

Postal address

Email address

Dietary requirements

Telephone number

From the public domain:

We may obtain some information from publicly available sources such as news articles or open postings on social media such as Facebook and LinkedIn.

Subscribing to Our Email List
We use MailChimp to collect information filled in by the visitor. Visitors’ email addresses are added to our list to receive emails concerning new publications and/or website content only. You will not receive any subsequent unsolicited communication. If at a later date you would like to be removed from our email list, or change or update your information you can do so via Mailchimp or contact us at: [email protected]

Purchasing a Book
The Shopping Cart Checkout page collects only shipping information provided by the purchaser. You will not receive any subsequent unsolicited communication. We use a secure third party payment solution, Opayo, and we do not collect or store payment card information.

Contact Us Form
The contact us form uses information provided by the visitor, no field is mandatory. Once submitted an email is sent to [email protected], you will not receive any subsequent unsolicited communication.

Information that we obtain from you when you are taking part in an event or making a donation may, in addition to the above, include credit card, debit card or bank account details, but such information will be securely stored and processed only by our payment provider, Opayo and will not be held by us.

If you contact us, we may keep a record of that correspondence.


We ensure that there are appropriate physical, technical and organisational controls in place to protect your personal data. We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff.

We do not use external companies to collect or process data.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our Site; any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security measures to prevent unauthorised access.


We use this information to understand your needs and provide you with a better service, and in particular for the following reasons:

to enhance content on our Site and its technical performance

to provide you with information about publications that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes

to carry out our obligations arising from any contracts entered into between you and us, for example if you take up employment with us. If you unsuccessfully apply for a job at OIES, your personal information will be held for 12 months after the recruitment exercise has been completed and will then be destroyed or deleted

to allow you to participate in interactive features of our service, when you choose to do so

to invite you to events ran by us

to administer your donations or support fundraising, (we do not store or otherwise process your credit or debit card details)

to notify you about changes to our service

to fulfil orders for goods and services

to carry out in-house research and analysis, marketing statistics or equal opportunities monitoring

to approach you for charitable funding where you have consented to be contacted for such purposes

to monitor customer traffic patterns, Site usage and related Site information in order to optimize your use of our Site; data collected in this way will be aggregated and anonymized and the statistics may be shared with a reputable third-party (but it will not include any information personally identifying you)

For our events, your name, and company name will appear on the participant list enabling participants to connect with you during events.

You can opt out of your data being used for any of the Purposes of Use by contacting us at [email protected]

The lawful basis we rely on when processing your personal data:

Our processing of your personal data is lawful because it is necessary for us to hold and use your personal data so that we can perform our obligations under the contract we have entered into with you;

[Our processing of your sensitive personal data is lawful when you are applying or have taken employment with us as this information is processed in line with Employment, social security and social protection under article 9 of the UK GDPR].

Our processing of your personal data (including data received from third parties) is lawful because it is necessary for the purposes of legitimate interests pursued by us and /or our web developers in order to keep the Site up to date, organize events and functions and provide additional services to our users from time to time.

Legitimate interest:

We may process your personal data relying on legitimate interests basis for certain business purposes which we believe will benefit not only us but also our sponsors and people who we identify as potential sponsors of OIES.

Those carefully considered and specific purposes might for example include the following:

inviting potential speakers and participants in a business / professional capacity to our meetings or events.

engaging with individuals holding relevant positions, hand-picked experts, corporate professional individuals, journalists and those working in other relevant sectors in a business / professional capacity.


We may share your personal data with our trading subsidiary.

We may also share your personal data with third parties in the following circumstances:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of OIES, our Members, or others. This includes exchanging information with other companies and organisations for the purposes of terrorism, fraud protection and credit risk reduction.

We may need to use certain service providers to carry out work on our behalf such as, for example, fulfilment companies or event partners. Where we enter into a relationship with an external party that would involve the processing of your personal data on our behalf, any such arrangements will be subject to a formal agreement between OIES and that organization, aimed to protect the security of your data.

Hotels, airlines and travel agencies should OIES arrange your travel and accommodation, for example, if you are an invited guest speaker for one of our events.

When working with partners to deliver an online or physical event, registration details may be shared with event partners for the purposes of monitoring attendance.

Whenever we share your personal data with third parties, it will be done lawfully, fairly and transparently and we will ensure that your rights and freedoms in respect of the processing of your personal data are adequately and appropriately protected.

We will not sell your data to any third party.

Your rights

Withdrawing your consent

You have the right to ask us not to process your personal data.

You can exercise your right to prevent such processing by unsubscribing from our email notification service at any time via Mailchimp or by contacting us at [email protected]

Our Site may, from time to time, contain links to and from external websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Accessing and managing your personal information

You have the right to request a copy of your Personal Data by making a ‘subject access request’ under The Act and to have any inaccuracies corrected.

You also have the following rights:

  • to request us to erase your Personal Data
  • to request us to restrict our processing of your Personal Data
  • to object to the way in which we are dealing with and processing your Personal Information.

Should you wish to exercise these rights, we will require you to prove your identity with two pieces of approved identification. Please address requests to the Administrator, OIES, 57 Woodstock Road, Oxford, OX2 6FA and we will respond within thirty days of receipt of your written request and confirmed ID.

Please provide as much information as possible about the nature of your contact with us to help us locate your records.

To exercise any of these rights, you should contact our Administrator at the above address.

If you are not happy about the way in which we have processed or dealt with your information, you can complain to the Information Commissioner’s Office (ICO).

Here, you can find more details on how to complain.

Complaining to the ICO

You have the right to complain to the Information Commissioner’s Office if you think there is a problem with the way we handle your data.

How long we store your data for

We will hold your personal information on our systems for as long as is necessary to operate the service in accordance with legal requirements and tax accounting rules.

Where your information is no longer required, we will ensure it is disposed of in a secure manner.


We may make changes to this privacy policy from time to time. If we change our privacy policy we will post the changes on this page. If the change in our privacy policy affects the use of your personal information we will use our best endeavours to contact you to seek your consent to the use.  Continued use of the service will signify that you agree to any such changes.


If you have any questions about this privacy policy, the practices of this site, or your dealings with this website, you can contact us at [email protected]