Privacy Notice

 

A          Privacy policy

We are committed to protecting the privacy and security of your personal information (‘personal data’).

This policy describes how we collect and use your personal data during your use of our site, in accordance with the UK General Data Protection Regulation (UK GDPR) and associated data protection legislation.

 

B          Who is using your personal data?

The University of Oxford (The University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford) is the “data controller" for the information that you provide to us when visiting this website. This means that we decide how to use it and are responsible for looking after it in accordance with the UK GDPR.

Access to your personal data within the University will be provided to those staff who need to view it as part of their work. It will also be shared with the third parties described in Section H.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.

By visiting our site you are accepting and consenting to the practices described in this policy.

 

C          Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).

Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention.

 

D          Types of data we collect about you

We will collect, store, and use the following categories of data when you use our site:

Data you give us. 

You may give us data about you including:

  • Name, address, age, interest in services offered by GLAM, Ashmolean Museum, Bodleian Libraries, History of Science Museum, Oxford Botanic Garden and Arboretum, Oxford University Museum of Natural History and Pitt Rivers Museum.

Examples of data we collect about you:  

If you consent to our use of cookies on our website

  • If you visit our site, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.

If you fill in any of our forms we will collect date and time that you complete the form and IP address.

If you attend one of our events and complete one of our surveys we will store information about you attending that event.

 

E          When we collect your data

We will collect the vast majority of data about you when you register to use our site, correspond with us by phone, e-mail or otherwise, subscribe to our service, search for a product, place an order on our site, participate in social media functions on our site, enter a competition, promotion or survey, when you report a problem.

 

F          How we use your data

We process your data for one or more of the following reasons:

To provide you with the services, products and/or information you have requested e.g. when you make a purchase from our online shop.

This processing is necessary to meet our contractual obligations to you or to take steps requested by you prior to entering into a contract. Information processed for this purpose includes, but is not limited to aggregating data to further understand our customers and users of our services and facilities.

To send you marketing or other types of communication by email e.g. when you join up to a mailing list.

We do this only where you have specifically indicated that you consent to receive such communications, for example, by ticking a box to say that you consent. You can withdraw your consent at any time by contacting us on the email that we have sent to you where you can unsubscribe. If you are unsure you may contact us at data.protection@glam.ox.ac.uk. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent.

For the purposes for which you use the website e.g. purchasing a product. This processing is necessary to meet our contractual obligations to you, to take steps requested by you prior to entering into a contract or to meet our legitimate interests.

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.

Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

 

G          Marketing

We would like to send you information by email about products, services and opportunities which may be of interest to you. You will be able to opt out at any time from receiving these emails.

When marketing is offered, we will only ask whether you would like us to send you marketing messages when you tick the relevant boxes. You will have the opportunity to clearly set out what messages you wish to receive by ticking these boxes. 

You can also manage your preferences by updating / changing your privacy settings of your account.

We partner with Microsoft Clarity and Microsoft Advertising to capture how you use and interact with our website through behavioural metrics, heatmaps, and session replay to improve and market our products/services. Website usage data is captured using first and third-party cookies and other tracking technologies to determine the popularity of products/services and online activity. Additionally, we use this information for site optimization, fraud/security purposes, and advertising. For more information about how Microsoft collects and uses your data, visit the Microsoft Privacy Statement.

 

H         Sharing your data with third parties

We may share your data with third parties who provide services on our behalf, such as for administrative purposes.  All our third-party service providers 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 personal data with third parties if we are under a duty to disclose or share your personal data to comply with any legal obligation, or to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.

Where your data is shared with third parties, we will seek to share the minimum amount necessary.

 

I           Where we store or use your data

The data is stored on our secure servers and/or in our premises within the UK.

There may be occasions when we transfer your data outside the United Kingdom, for example, when we communicate with you using a cloud-based service provider that operates outside the UK. 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.  

 

J        Third party websites

Our website contains links to and from various third-party websites.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. 

 

K          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. 

 

L          Your rights

Information on your rights in relation to your personal data are explained here.

 

M         Cookies

Our website uses cookies to distinguish you from other users of our site. This helps us to provide you with a good experience when you browse our site and also allows us to improve our site.

 

N          Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy policy.

 

O          Contact

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact the University’s Information Compliance Team at data.protection@admin.ox.ac.uk.   The same email address may be used to contact the University’s Data Protection Officer.  We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the UK GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

 

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/.