Privacy Notice for DHOx2020 Mailing List
Oxford e-Research Centre, University of Oxford
In order to join the DHOxSS mailing list, 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 send you information about the Summer School, using the email marketing platform Adestra.
By signing up to the mailing list, you have given consent to receive mailings about the Summer School. You can withdraw your consent at any time by using the Unsubscribe link on the Adestra email, or by emailing firstname.lastname@example.org. 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, and to assess the success and impact of our email communications.
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. Where we share your data with a third party (eg Adestra), we will seek to share the minimum amount necessary.
Adestra has been vetted by University of Oxford Purchasing and a Third Party Security audit has been completed. Adestra automatically archives information older than two years.
Your data is initially collected by the website Wix.com, which has implemented the required adjustments to their products, services, and documentation, to ensure compliance with the GDPR. For more information see the Wix support pages.
Retaining your data
We will only retain your data for as long as we need it to meet our purposes, or until you withdraw consent.
Where we store and use your data
We store and use your data on University premises, in hard copy or electronically.
Under certain circumstances, by law you have the right to:
Request access to your data (commonly known as a "subject access request"). This enables you to receive a copy of your data and to check that we are lawfully processing it.
Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
Object to processing of your data where we are relying on our legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your data for any direct marketing purposes.
Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example, if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your data to another party.
Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop. Further information on your rights is available from the Information Commissioner’s Office (ICO).
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 email@example.com. 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 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 ICO at ico.org.uk/concerns/.
If you wish to raise any queries or concerns about our use of your data, please contact us at firstname.lastname@example.org.