Privacy Statement

NDORMS Meet The Researcher Talks

Privacy Notice

Data protection

NDORMS Meet The Researcher Talks can be joined online via a Zoom link or in person at the Botnar Research Centre. This privacy notice covers both types of attendance.

In the course of registering for NDORMS Meet The Researcher Talks, 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 (name and email address) to sign you up to join the Meet The Researcher Talks (either online via Zoom or in person), to send you information on how to join the event and to ask you for feedback after the talk in order to improve our events going forward. 

We are processing your data for these purposes only because you have given us your consent to do so, agreeing to this form. You can withdraw your consent at any time by contacting us at openarms@ndorms.ox.ac.uk. In this event, we will stop the processing your data 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, 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 use Zoom to facilitate the Meet The Researcher online talks, Microsoft 365 tools including Microsoft Forms (to collect your contact details and feedback) and Microsoft Outlook (to send you information about the talks) and Online Surveys to collect feedback after the talks.

Both of 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. Zoom may process your data (your name and email address) outside of the European Economic Area. You can find out more about how this data will be processed by looking at the privacy notices Zoom (https://zoom.us/privacy), Microsoft (https://privacy.microsoft.com/en-GB/) and Online Surveys (https://www.onlinesurveys.ac.uk/gdpr/).    

Where we share your data with a third party, we will seek to share the minimum amount necessary.

Retaining your data

We will only retain your personal identifiable data (name and email address) until the Meet The Research Talk has taken place and we have sought your feedback.

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.

Where we store and use your data

We store and use your data on University premises, in electronic form. 

Electronic data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"), for example, when we communicate with you using a cloud based service provider that operates outside the EEA such as Zoom.

Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the EU to provide an adequate level of data protection;
• the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;
• 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. 

Your rights

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

Contact

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