Online event privacy notice

Data protection

In the course of completing the online event registration form, you have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation.

How we use your data

We will use your data to register you for the event and to send you joining instructions by email. We may gather statistics around email opening, user location and clicks using industry standard technologies including clear gifs to help us monitor and improve our email performance. We use third-party providers to deliver emails related to events.

We are processing your data for this purpose because you have given us your consent to do so, by clicking 'Register' on our sign-up form. You can withdraw your consent at any time by contacting us at by email ([email protected]). In this event, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

We may also compare the data you have provided with user account data from our Graduate Application form to understand how many event attendees subsequently go on to make an application for a place on a graduate course at the University. This processing occurs because it is necessary to meet our legitimate interests in monitoring the outcomes of our recruitment activity and improving our service.

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

We may share your data with companies who provide services to us, such as providers of online event services, video conferencing services and email services. These companies are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements. If you subsequently apply to study on a graduate course at the University of Oxford, your data will be processed in accordance with our postgraduate applicant privacy policy.

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information about information security is available on the University’s Information Security website.

Where we store and use your data

We store and use your data on University premises, in both a manual and electronic form. Data will also be processed and stored electronically, both at the premises and in the online systems of companies that provide services to us, such as providers of online event services, video conferencing services and email services.

Electronic data may be transferred to, and stored at, a destination outside the United Kingdom (UK), for example, when we communicate with you using a cloud based service provider that operates outside the UK such as Zoom.

Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the UK to provide an adequate level of data protection;
• the organisation receiving the data is covered by an arrangement recognised by the UK as providing an adequate standard of data protection;
• the transfer is governed by approved contractual clauses;
• the transfer has your consent;
• the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or
• the transfer is necessary for the performance of a contract with another person, which is in your interests.

Your rights

Information on your rights in relation to your personal data are explained on the University's Information Compliance website.

Contact

If you wish to raise any queries or concerns about our use of your data, please contact us by sending an email to [email protected], or by writing to Graduate Admissions, University Offices, Wellington Square, Oxford, OX1 2JD.