The information below is intended for those who have registered to receive email newsletters from Undergraduate Admissions and Outreach, including Choosing Oxford and About Oxford.
The University of Oxford (the ‘University’), the University is the ‘data controller’ for the information you provided when you registered for our mailing list, 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 the University uses your data
Undergraduate Admissions will use your data to send you emails with information about Undergraduate Admissions and Outreach at the University of Oxford.
We gather statistics around email opening, user location and clicks using industry standard technologies including clear gifs to help us monitor and improve our email communications. We use Adestra (a product of Upland) to deliver our email communications. For more information, please see Upland’s privacy notice.
The University is processing your data for this purpose because you have given us your consent to do so. You can withdraw your consent at any time by contacting us via ox.ac.uk/ask. If you withdraw your consent, 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 may also compare the data you have provided with data from our undergraduate applications to understand how many email subscribers subsequently go on to make an application for undergraduate study 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 email and mailing list 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
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 email and mailing list services.
You may request access to any of your data, request that our processing is restricted, object to our processing or request that your data be corrected or transferred to another party, subject to certain restrictions.
You may also request that your data be deleted or ask for us to stop using it, and we will comply with your request as soon as possible. Depending on the circumstances, however, we may have legal grounds for continuing to process your data, for example where processing is necessary for the performance of a task carried out in the public interest, or where the data is being further processed for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, in accordance with applicable data protection laws.
If you would like to exercise any of the 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 email@example.com. 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.
If you wish to raise any queries or concerns about our use of your data, please contact us by sending an email via ox.ac.uk/ask, or by writing to Undergraduate Admissions, University Offices, Wellington Square, Oxford, OX1 2JD.