Interior of the Maths Institute
Interior of the Maths Institute (Image credit: Yajie Zhao / Graduate Photography Competition)

Attendee privacy notice

The information below is intended for those who have been offered a place on the Graduate Access Programmes at the University of Oxford in 2022. 

In the course of completing the Graduate Access Programmes application form and accepting your place on the programme, 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 personal data

We will use the personal data you have provided (which may include sensitive or "special category" data such as health data or data revealing racial or ethnic origin) to provide you with your placement on our Graduate Access Programmes including for purposes related to your research project, provision of mentoring, social events, academic and pastoral support, administration, or the provision of facilities or services (eg access to IT facilities, libraries, accommodation etc.).

We need to process your data for these purposes in order to fulfil our contractual obligations to you, to meet our legitimate interests in admitting candidates to our graduate access programmes and promoting access for postgraduate study at the University. This is known as our legal basis for processing personal data under data protection law.

We will add some of your data to the Higher Education Access Tracker database (HEAT), which we use to record information about our outreach activities and those who take part in them. HEAT is a shared database used by a variety of organisations to identify which activities are most helpful in preparing students for higher education and progressing to employment. Users include the University, its colleges, student organisations, educational charities and relevant public bodies (eg UCAS). The data added to HEAT comprises your personal details (name, gender, date of birth, postcode and school) and the events or activities in which you have participated. You can read further details about how your data on HEAT is used in the HEAT privacy notice.

We will use your personal data to monitor the uptake and/or effectiveness of our Graduate Access Programmes and may share your data with our programme sponsors (listed under 'Who has access to your data?') for these same purposes. To achieve this objective we may use your contact details to send a participant survey, and in the future to send you information about graduate study opportunities at Oxford or survey you on your career progression after you attended our graduate access programmes, eg whether you applied to graduate study and/or details of your employment, or to ask you to help us to advertise future Oxford graduate access programmes. We may also compare any data you have provided with user account data from our Graduate Application Form and the HEAT database to understand how many applicants/participants subsequently go on to make an application for, or enrol in postgraduate study.

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.

Special category data and criminal conviction data

Special category data and criminal conviction data require a higher level of protection. Below are examples of the types of processing we regularly undertake in respect of these types of data. In addition to the activities listed below it may sometimes be necessary to process this sort of information for exceptional reasons, e.g. because it is necessary to protect your vital interests (including in relation to health and safety) or those of another person or for safeguarding purposes.

Disability and health data

We will process data about any disability and/or about your health in order to make any arrangements or adjustments required in relation to your application and participation in the programme and/or to monitor equal opportunities. This processing is necessary to meet our legal obligations.

Criminal conduct

Data about certain unspent criminal convictions, including whether or not you have such a conviction, is gathered from candidates who have been offered a place on graduate access programmes. Data about barring decisions will only be collected if you have applied for and been accepted onto certain projects, and where we are legally required to do so. Processing of this nature is carried out in order to protect our legitimate interests including to protect members of the University community from a foreseeable risk of harm. For certain projects this processing is also necessary to meet our legal obligations. Such processing will be subject to suitable safeguards.

Racial or ethnic origin

Data about your racial and ethnic origin will only be processed where you have volunteered it, in order to identify your eligibility for positive action measures in accordance with our legitimate interests, and where we need to process it in order to meet our statutory obligations under equalities and other legislation. This processing is considered to meet a substantial public interest.

Who has access to your data?

Access to your data will be provided, on a need-to-know basis, to those within the University and Oxford colleges who need to view it as part of their work in carrying out the purposes described above. This may include supervisors, mentors, event coordinators, programme volunteers, and administrative staff. Your name, Oxford email address and project information will be available to other internship participants.

We may share your data with companies who provide services to us, such as: the provision, testing and maintenance of the Graduate Access Programme Application forms; our enquiry management systems; email sending services; and online survey functionality. 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.

We may also share your data with our programme sponsors, for the purposes of monitoring and improving the uptake and/or effectiveness of our Graduate Access Programmes, or enabling them to send you surveys or communications that are relevant to the objectives and aims of Oxford’s graduate access programmes. These sponsors include:

  • Crankstart;
  • DeepMind;
  • Economic and Social Research Council;
  • Oxford British Heart Foundation Centre of Research Excellence (Oxford BHF CRE);
  • Wellcome Trust; and
  • other sponsors listed on the UNIQ+ webpage.

For these purposes, our programme sponsors may be provided with: your contact details, institution attended for undergraduate degree, gender, age, race and ethnicity, socio-economic diversity information, project information and end of project reports.

Unless your contact or other personal details are necessary for the purposes described above, the information will be shared in an anonymised form. Where we need to share your data, 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. Details of the retention periods for different types of student and applicant data can be found in the University’s student records data retention policy.

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information 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. Your data may also be stored in both a manual and electronic form at the premises of:

  • Oxford colleges participating in the University of Oxford’s Graduate Access Programmes; and
  • Sponsors of the University of Oxford’s Graduate Access Programmes.

Electronic data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"), for example, when we, an Oxford college, or a sponsor organisation communicate with you using a cloud based service provider that operates outside the EEA such as a provider of email, video conferencing or survey services.
Such transfers will only take place if one of the following applies:

  • the country receiving the data is considered by the EU to provide an adequate level of data protection;
  • the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;
  • 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

You have certain rights with respect to your personal data. These include being able to request access to it, correction of any mistakes in it, deletion of it, restriction of its use, as well as being able to object to any processing of it (ie any use of it), or request that it be transferred elsewhere. Information on your rights in relation to your personal data are explained on the Individual rights page of our Compliance website.

However, depending on the circumstances, we may have grounds for not complying with your request, for example, where we consider that deleting your information would seriously harm the research or where we need to process your data for the performance of a task in the public interest.

Keeping your data up-to-date

It is important that the data we hold about you is accurate and current. Please contact us by email to keep us informed of any changes.

Changes to this privacy policy

We reserve the right to update this privacy policy at any time, and will seek to inform you of substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.

Contact details

If you wish to raise any queries or concerns about our use of your data to assess your application, please contact us by email (uniqplus@admin.ox.ac.uk). If you would like to exercise any of your rights mentioned above or if, for any reason, you are not happy with the way that we have handled your data, please contact the University’s Information Compliance Team at (data.protection@admin.ox.ac.uk). The same address can be used to contact the University’s Data Protection Officer.

If you are still not happy, you have the right to make a complaint to the Information Commissioner’s Office.

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