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Data Privacy Notice

We are committed to protecting the privacy and security of your personal information. This notice describes how we collect and use your personal data submitted to us online, by email, or on paper, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation.

DATA CONTROLLER 

The University of Oxford is the “data controller" for the information that you provide to us. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.

DATA PROTECTION OFFICER

The University’s Data Protection Officer can be contacted at data.protection@admin.ox.ac.uk.

The University's full Privacy Policy can be found on the University Website

ACCESS TO YOUR DATA

Access to your personal data within the University will be provided to those staff who need to view it as part of their work.

LEGAL BASIS FOR COMMUNICATIONS

We may use your personal data to send you our departmental newsletter:

  • Internal Recipients: For staff and students within the department, we rely on our legitimate interests as the legal basis for this communication. Our mailing list and newsletter is intended to keep you informed about departmental news, events, and updates relevant to your role.
  • External Subscribers: For external individuals who have subscribed to the newsletter, we rely on your consent as the legal basis. You will only receive the newsletter if you have explicitly opted in to receive it, and you can withdraw your consent at any time.

WHERE WE STORE OR USE YOUR DATA

We may store the data we collect in hard copy or electronically. The data is stored on secure servers and/or in our premises within the UK.

We may share your data with third parties or transfer your data outside the UK or EEA under certain circumstances. If data is transferred outside these regions, we ensure that appropriate safeguards are in place, such as the use of standard contractual clauses (SCCs), adequacy decisions, or other mechanisms to guarantee data protection in accordance with the GDPR.

RETAINING YOUR DATA

We will only retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements.

YOUR RIGHTS

Full details on your rights to access and modify your personal data are available here.

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