Privacy notice OxCIN new starters form

Data protection

In the course of completing this induction and access request form, 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 need to process your data for these purposes:

- To assess your request to work with OxCIN and access the FMRIB (including Annexe) or OHBA buildings and, if granted, provide that access

- To keep records of who is completing our inductions and being granted access to our buildings and how they will be identified by the system

- To maintain a list of OxCIN members, users and visitors for the purposes of general monitoring of the Centre's membership and use of facilities

- To send communications such as Centre-wide announcements

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.

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 maintaining our building access control system. 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.

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.

Security

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Information Security website. https://www.infosec.ox.ac.uk

Where we store and use your data

We store and use your data on University Microsoft online applications.

Your rights

Information on your rights in relation to your personal data can be found here and here. 

Contact

If you wish to raise any queries or concerns about our use of your data, please contact us at admin@oxcin.ox.ac.uk.