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  Oxford Clinical Trials Unit Chief Investigators Course / INCLUDE Workshop, 01Feb2024

Privacy Notice for Registration and Facilitation of Course


Data protection

In the course of completing this registration 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 UK General Data Protection Regulation and associated data protection legislation.


How we use your data

We will use your data to register you on the event, for the production of sign-in sheets/name-badges for the event, to communicate with you regarding any correspondence relating to the event, for the provision of refreshments on the day of the event that are suitable for your dietary requirements (if applicable), for the production of attendance certificates for the event, and to send you a link to an anonymous feedback survey after the event.


We are processing your data for this purpose/these purposes only because you have given us your consent to do so, by agreeing to in question 1 of this registration form. You can withdraw your consent at any time by contacting us at 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. Please note if you decide to ‘Opt Out’, the quality of the service being provided by the University of Oxford might be affected, and in such a case, the University, or any of its team carrying out this function, shall not be liable for any negative outcome.


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.


We are collecting the minimum personal data required to meet our purposes outlined above. We will collect: your title, first name, surname, email address, institution/organisation name, dietary information.


Your data will not be used for marketing purposes.


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 catering companies who will provide refreshments at the event. 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. 


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 both a manual and electronic form. 

Your rights

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


In the first instance, if you wish to raise any queries or concerns about our use of your data, please contact us at




Oxford Clinical Trials Research Unit

Botnar Research Centre

Nuffield Department of Orthopaedics, Rheumatology & Musculoskeletal Sciences

University of Oxford

Windmill Road




If you have any questions or concerns about the processing of your personal data, please contact our Data Protection Office at 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


06Dec2023: This Privacy Notice is effective as of 06Dec2023. Please note that this Privacy Notice may be subject to updates when necessary.