Last updated October 2025
Your information will be held by UK Oil Industry Tax Committee (“UKOITC”), a not-for-profit trade association which supports tax professionals working for the UK oil and gas industry. UKOITC is managed by a Chair, a Secretary and a Treasurer, with support from a Steering Group drawn from its members. UKOITC is the Data Controller and can be contacted via the Contact form on our website, www.ukoitc.org/contacts.
UKOITC is committed to protecting and respecting your privacy. Our Privacy Notice explains:
- What personal information we collect and how and why we collect it
- How we use that personal information
- Our legal basis for processing
- Who we share our personal information with
- How long we hold personal information
- Your rights in relation to your information
Information that we collect
We may collect, store and use personal information about you from these sources:
- Information you or your colleagues or employer give to us: For example, when you subscribe for membership, when you request to be added to our emailing distribution list, when you talk to us on the phone or at a meeting or event, in e-mails and letters, in surveys, when you use our website. We may collect name, e-mail address, job title, telephone number, postal address and employer.
- Information we get automatically when you use our services. We collect information about the services that you use and how you use them for example, when you access the members’ area of the website. Website usage information is collected using IP addresses and cookies.
How do we use the information that we collect
UKOITC is committed to protecting and respecting your privacy and we will only use your personal information:
- to manage our relationship with you including providing membership services;
- to provide and improve our services to you including our website services;
- to ensure that content from our site is presented in the most effective manner for you and your computer;
- to provide you with information or services that you request from us or which we may feel may be of interest to you;
- to compile anonymous statistics, for example website usage statistics;
- to inform you about our meetings and events and efficiently run those meetings and events;
- to fulfil our legal obligations or defend any legal claims; and
- to send statements and invoices to you, and collect payments from you.
Our legal basis for processing personal information
In order for UKOITC to fulfil its members’ expectations, we need to collect personal information relating to you. We will only process your personal information when we have a lawful basis for doing so. Our lawful basis will be one of the following:
- To fulfil the contract we have with you to provide membership services or in order to take steps at your request prior to entering into a contract;
- When it is in our legitimate interest (as further described below); or
- Where it is necessary to comply with a legal obligation.
A legitimate interest is when we have a business or commercial reason to process your information. But even then, it must not unfairly go against what is right and best for you. Our legitimate interests are as follows:
- to effectively run and manage the business of a trade association for the industry;
- to provide our membership offering to member companies, prospective members and their employees;
- to provide the services available throughout our website;
- to promote and further improve those services;
- to promote, manage and run meetings and events;
- to promote and circulate information and news about the industry to members, industry stakeholders and the wider public.
Who we share your personal information with and why
Please note that we may share your information with third parties who provide services to us on our behalf including but not limited to postal services, document storage facilities, IT service providers such as cloud providers of software and companies who help us manage our electronic communications with you, providers of meeting facilities.
We will share personal information with law enforcement or other authorities or other third parties if required by applicable law or to protect us (for example, to help enforce our rights or defend legal claims). We will not share your information with any other third party without informing you and/or where required obtaining your consent.
Transfer of your information out of the UK
To deliver services to you, it may sometimes be necessary for us to share your personal information outside the United Kingdom (UK), for example:
- if we engage service providers located outside the UK; or
- if you are based outside the UK;
Any transfer of your personal information will be subject to appropriate or suitable relevant safeguards. For example, this may involve transferring your personal data to a jurisdiction deemed to provide an adequate level of protection of your personal data by the UK. Some countries do not have the same data protection laws as the United Kingdom. In these circumstances, we will put in place appropriate safeguards to ensure that your personal data remains adequately protected, which may include entering into appropriate standard contractual clauses.
If you would like more details about the safeguards we rely on, please contact us using the contact details set out below.
How long will we hold your personal information for?
We will keep your personal information only for as long as it is necessary for the particular purpose or purposes for which we hold it unless there are any legal or operational reasons to hold it for a longer period. Any request to be removed from UKOITC distribution lists will be promptly handled. Emails and meeting notes documenting technical matters may also include personal information and be retained indefinitely for the benefit of members.
If you have any questions or concerns about how long we keep your information for, please contact us using the details below.
Your rights in respect of the personal information we hold about you
You have rights under data protection laws to request from us access to, rectification of, or erasure of your personal information. You also have the right to request the restriction of any processing or to object to our processing of your personal information. Finally, you have the right to data portability. Please use the contact details below to exercise your rights. You can find more information about your rights at www.ICO.org.uk.
However, please note that some of these rights may not always apply, as they are subject to requirements and exemptions. We will always tell you if we think we do not have to comply.
You have the right to lodge a complaint with the Information Commissioner in respect of our processing of your personal information. Information can be found at www.ICO.org.uk.
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Our contact information
If you have any queries relating to this privacy notice or the processing of your personal information, please contact us at ch***@****tc.org