Data Protection statement for Open Day Registration | University of Oxford

Data Protection statement for Open Day Registration

By registering for the Oxford University Undergraduate Open Days, you confirm that you have read this statement and consent for your information to be processed and held by the University of Oxford, and to be used for all of the purposes described in this statement.

What data we will collect about you
When you register for the Open Day we will ask you to provide the following information:

  • name
  • email address
  • home postcode
  • date of birth
  • name of school/college (students and teachers only)
  • postcode of school/college (students and teachers only)

How we will use your data
We will use your data for a variety of purposes. The immediate aim is to use it to facilitate your participation in the Open Day and to ensure you get the most out of it e.g. your name and email address.  However, we would also like to use your data to keep you informed of other similar events, and to improve our outreach activities, so that we can attract the best students to Oxford, regardless of background. This is the main reason why we ask you for your home postcode, date of birth and information about your school/college.

If you are a student, we will add your data to the Higher Education Access Tracker (HEAT www.heat.ac.uk) which is a database used by the University of Oxford to record information about its outreach activities and the students who take part in these activities.  HEAT helps us identify which activities are most helpful in preparing students for higher education and progressing to employment.

 HEAT is, or may be, used by different parts of the University, including colleges, faculties, departments or administrative units, as well as by other entities associated with the University, for example, Oxford student-led organisations involved in outreach, educational charities with whom Oxford partners to deliver outreach and schools/colleges with whom we partner to deliver outreach (described as “Users” in this document).

 The data held in HEAT will be used by the University as well as third party Users as described above, as necessary:

  • To administer the outreach activity/activities for which you register (eg open days)
  • To inform you of other outreach activities or events that may be of interest to you.
  • To compare outreach activities across Oxford, to enable different Users to better co-ordinate their activities and to avoid duplication of records.  To do this your data is available to HEAT Users at Oxford University and its colleges.
  • To help determine whether our activities are helping participants move on from school into further education, higher education and employment. To do this HEAT may share your data with some of the following organisations: Higher Education Statistics Agency (HESA), the University and Colleges Admissions Service (UCAS), the Department for Education  (DfE), the Skills Funding Agency (SFA).
  • To administer outreach activities with other HEAT member institutions.  This would involve sharing your data with those institutions who may also use HEAT to follow your progression from school into Higher Education and employment (see www.heat.ac.uk for a list of other member institutions).
  • To publish anonymised reports that do not identify individuals.

 If you wish to find out more about these uses of your personal data, please contact us at: study@admin.ox.ac.uk

Use of third parties to collect your data and communicate with you
We are using Eventbrite to collect information when you register for this event. This is a third party service which is not operated by the University of Oxford. (See the Eventbrite privacy policy.) Eventbrite operates in the USA and subscribes to the EU-US Privacy Shield, which commits subscribers to adhering to European standards of data protection.

 We may use other third party service providers to run certain operations including to email you about open days. Accordingly, information that we collect from you may be collected in or transferred to a destination outside the European Economic Area ("EEA"). That information may be processed by staff operating outside the EEA who work for us or for one of our contractors. By submitting personal information, you agree to this transfer, storing and processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with the University Privacy Policy.

 Your data will not be passed without your permission to external organisations, other than those described above.  The University does not sell any data to third party organisations.

Retention of data in HEAT
Providing high quality outreach activities means being able to compare our activities and to determine which ones best help students to move on to Higher Education and employment.  How long this takes will vary depending on your age at the time of participation in an outreach activity.  Once you have reached the age of 27[1] personal information about you in HEAT will either be deleted or anonymised so that you are no longer personally identifiable.    

[1] Each student’s journey into higher education and/or employment will differ.  The age 27 gives us time to allow for most students with whom we work to progress from school through an undergraduate degree allowing for gap years, varying university course lengths and three additional years in order to have an idea of postgraduate and/or employment destinations, and to analyse and compare data. 

Your right of access
You have the right to see the data that is held about you on HEAT. If you wish to have a copy of this data please email oxfordheat@admin.ox.ac.uk.  If you have any questions about the use of your data on HEAT, wish to update it or to request changes in the way it is used please email oxfordheat@admin.ox.ac.uk

 

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