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Published 11 May 2018
Throughout its history, Oxford has relied upon friends and benefactors to help realise its mission of learning and advancement. The colleges, academic departments, faculties, schools, research institutes, gardens, museums, and libraries that make up the collegiate University of Oxford, are committed to maintaining your confidence and trust with respect to your privacy. Our principles are simple – we will be transparent about what data we are collecting about you, where that data comes from, how we use the information we hold about you, and the choices you can make.
The overarching purpose of collecting and processing your data is to provide you with the best possible experience of being an alumnus/alumna, donor, or supporter of the collegiate University. It also enables us to ensure that any approaches we make to ask for your support of our alumni relations or fundraising goals are respectful, professional, and relevant to you. The colleges and the University work closely together to ensure we engage with you in a coordinated manner.
If at any point you have questions about our privacy notice, or how we are using your data, please contact us
The purpose of this privacy notice is to explain how the University of Oxford ("the University", "we", "our", "us") hold and use personal data about alumni, donors and supporters ("you"), and how we use it for the purposes of fundraising and alumni and supporter relations. The University of Oxford encompasses the University's central and international offices (North America, China and Japan); academic departments, gardens, libraries, and museums. Please see the University's privacy notices (www1.admin.ox.ac.uk/councilsec/compliance/gdpr/privacynotices) relating to other activities and relationships.
Each Oxford college has published its own privacy notices, including for alumni, donors and supporters. To view Wadham College’s notices, please visit https://www.wadham.ox.ac.uk/home/privacy-cookies. Development and Alumni Relations teams across the collegiate University work closely together and have aligned our policies around data privacy and our privacy notices to provide clarity for our alumni, donors and supporters.
The University's Development and Alumni Relations teams exist to establish and develop lifelong relationships with and amongst our alumni, donors and supporters. We're here to help you stay connected with each other and with the news, research developments, events, exhibitions, collections and resources, reunions, volunteering opportunities, fundraising priorities and progress updates that are important to you.
We fundraise to ensure that, thanks to the incredible generosity of our donors, the University of Oxford, continues to create an inspirational and supportive environment in which students can fulfil their potential, and which motivates our world-leading academic community to drive forward ground-breaking research and innovation.
We, the University, collect information from you in three ways: directly from you during your ongoing relationship with us or with colleges participating in our shared relationship management system (DARS); from publicly available sources; and/or from third parties providing us with services or acting on our behalf.
The amount of data we collect and hold depends on the frequency and nature of your interactions and engagement with us. Information may be gathered across the lifetime of our relationship with you and from many different forms of interaction.
We may hold and process the following types of personal data about you:
Biographical information, which may include:
Details of our ongoing relationship and your engagement with us, which may include:
Information about your giving, which may include:
Information relating to your willingness or financial capacity to support our charitable objectives, which may include:
Sensitive personal data, which may include:
Your personal data are used by us for the following purposes in support of alumni and supporter relations, and fundraising:
For all fundraising and donor stewardshipTo help ensure that our fundraising efforts are conducted as efficiently as possible, and that our approaches to potential donors are respectful, professional, and made, as far as possible, based on evidence and an understanding of what may interest you To ask you for your support for our fundraising programmes, always mindful of fundraising best practice, and according to the fundraising promise
For fundraising for major gifts
For operational reporting, management reporting, and governance
In our external communications
If you do not wish your data to be used in any of the ways listed above, or have any questions, please contact us.
We may, from time to time, need to share your personal data within the collegiate University of Oxford or with third-parties working on our behalf. We will only do this in appropriate circumstances, by secure means, and with the relevant data sharing agreements in place. We do not, and will not, sell your data.
Third parties will only process your personal data on our instructions and where they have agreed to treat your data confidentially and to keep it secure. We only permit them to process your personal data for specified purposes. We do not allow our third-party service providers to use your personal data for their own purposes nor to keep your data after the processing is complete. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.
Whenever your information is shared, we will always seek to share the minimum amount of information necessary to fulfil the purpose, this includes the use of anonymised or pseudonymised data where that is sufficient.
Your data may be shared in the following ways:
Within the collegiate University of Oxford
We may share your data with colleges and departments that make up the collegiate University. We will do this only where it is necessary in order to carry out any of the purposes listed in this privacy notice. For example, where the University is coordinating with one or more colleges to organise shared events to which you are invited; to manage and coordinate relationship management activities with you; to ensure your contact information is up-to-date, to distribute to your college any gifts received via the University's payment methods.
We may also share relevant data, in appropriate circumstances, with University Sports Clubs and Societies where you are (or were) a member of that club or society.
Within the collegiate University of Oxford via the Development and Alumni Relations System (DARS)
The collegiate University of Oxford utilises a shared relationship management system, known as DARS (Development and Alumni Relations System), to store and share data across participating teams, departments, and colleges. Our objective in doing so is to improve our mutual understanding of the multiple relationships you have across the collegiate University; we believe this understanding is crucial for us to be able to provide you with the best possible experience we can. Developing a better appreciation of our relationship with you should improve our communications with you and mean we are better able to respond to your preferences about how we stay connected with you. This includes improving the quality of the data we hold about you and ensuring that we are processing the latest and most accurate data you have provided.
In the case of colleges that use DARS, the University and colleges are joint "data controllers" of your personal data. This means that if you have questions about your data you can either contact the University or your college and we will liaise as appropriate to respond to your query.
With organisations or individuals affiliated to the collegiate University of Oxford
We benefit from a network of organisations and individuals who volunteer their support to the collegiate University. We may share relevant data with them, in appropriate circumstances, by secure means, and with the relevant data sharing agreements in place. These may include:
With partner organisations that accept gifts in support of the collegiate University of Oxford
The following organisations enable tax-efficient giving to the collegiate University of Oxford, from outside of the UK. Data may be shared by us with these organisations where it relates specifically to donations you have made, or have pledged to donate via these organisations.
These include but are not limited to:
The University of Oxford takes precautions to safeguard your personal information against loss, theft and misuse, unauthorised access, disclosure and destruction through the use of appropriate administrative, physical and technical security measures.
Our shared relationship management system (DARS) is hosted on a secure server within the University network and is protected by multi-level authentication. Access is limited to individuals who need to see and use the data to carry out their duties, and access rights are restricted according to individual job roles in order to ensure that users only see information that is relevant to them. All DARS users receive appropriate training, including training on data privacy, before being granted access.
Where you have provided us with your credit or debit card information, over the phone, or on a printed giving form, that data is stored securely and destroyed after your payment has been processed. Bank details used for processing Direct Debits are stored under the Direct Debit Guarantee Scheme (https://www.directdebit.co.uk/DirectDebitExplained/pages/directdebitguarantee.aspx). Online donations are processed via our third-party payment service providers and your credit or debit card information is not collected or stored by us.
Although most of the information we collect, store and process stays within the UK, some information may be transferred to countries outside of the European Economic Area (EEA). This may occur if, for example, one of our third-party partners' servers are located in a country outside of the EEA. This may also occur where staff in our international offices access DARS, our shared relationship-management system.
Transfers outside of the EEA will only take place if one of the following applies:
The University of Oxford considers its relationship with alumni, donors and supporters to be life-long and we will retain much of your data indefinitely unless you request otherwise. When determining how long we should retain your personal data we take into consideration our legal obligations and tax or accounting rules. If you have pledged a legacy gift, it will be necessary to retain your data until your gift is received, so that we can identify the gift against that pledge. When we no longer need to retain personal information, we ensure it is securely disposed of. We may keep anonymised statistical data indefinitely, but you cannot be identified from such data.
We will only use your personal data where the law allows us to do so. Most commonly we rely on the following legal bases for processing your personal data:
Change of purpose
We will only process your personal 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.
Under certain circumstances, by law you have the right to:
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. However, where you have consented to the processing, you can withdraw your consent at any time by emailing the relevant department. In this event, we will stop the processing as soon as we can. If you choose to withdraw consent it will not invalidate past processing.
If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, please 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 Information Commissioner's Office at https://ico.org.uk/make-a-complaint/
If you have any questions about this privacy notice or about your personal data, or if you want to provide updates to your data, make any changes to your communication preferences or exercise any of your rights as outlined above, please contact us at one of the following addresses:
University of Oxford Development and Alumni Relations Database Team
University of Oxford Development Office
University Offices, Wellington Square
Oxford, OX1 2JD, United Kingdom
University of Oxford Alumni Office
University Offices, Wellington Square
Oxford, OX1 2JD, United Kingdom
Phone: +44 (0)1865 611610
If possible, please quote your Alumni Number
If you have registered with Oxford Alumni Office, either via the central University Alumni Office or via your college, you can login (https://www.alumniweb.ox.ac.uk/secure) to update your communication preferences at any time.Changes to this Privacy Notice
This privacy notice was last updated on 11 May 2018.
We reserve the right to update this privacy notice at any time. Any changes to this privacy notice will be posted to this page.
Storing your personal data
Wadham College (the 'Data Controller') and the Site's associated Data Processor, Sponsorcraft Ltd (Hubbub), will hold and process your data securely in line with the EU's laws related to the storing of personal data. Your data will be treated confidentially and handled with the utmost care and respect and is never passed on to third parties for their uses.
The data that we collect from you for processing is stored in Dublin, Ireland, hosted by Amazon Web Services (AWS), in line with the EU-approved AWS Data Protection Agreement and Model Clauses.
Use of Your Data by Third Party Sites Connected to Our Services