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www.sbs.ox.ac.uk, as well as subdomains ('our website'), is operated by Saïd Business School, which is part of the University of Oxford.
We are committed to respecting and protecting the privacy and security of your personal information ('personal data').
Purpose of the policy
It is important that you read this policy, together with any other linked documents, so that you are aware of how and why we are using your personal data.
Information about how we use your data if you are a student is covered in a separate policy which is available on the University of Oxford website.
Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).
Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure, retention or deletion.
Who is using your data?
The University of Oxford (the University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford) is the 'data controller' for the information that you provide to us when visiting our website or social media accounts, except where you provide information to our Custom Executive Education Team where the 'data controller' is Oxford Saïd Business School Limited (a wholly owned subsidiary of the University and references to the University include OSBS Limited). Your information may be shared between the University and OSBS Limited. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR. We also share your data with third parties, details of which are provided below.
Access to your personal data within the University will be provided to those staff who need to view it as part of their work. It will also be shared with the third parties described below.
Types of data we collect about you
We will collect, store, and use the following types of personal data when you use our site, or through your interaction with our digital advertising on social media:
Data you give us
You may give us data about you including:
- Your name and title
- Your date of birth
- Your address, including city and country of residence
- Your email address
- A contact telephone number
- Your undergraduate field of study and result
- Your work experience history
- Your job title
- Where you currently work
- Your LinkedIn profile
- Your CV
- Your GMAT/ GRE score
Data we collect about you
If you visit our website, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.
We will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through and from the Website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
When do we collect personal data?
We will collect the vast majority of data about you when you:
• Submit your interest in one of our programmes by completing a form on our website or through a digital advertisement or post on social media;
• Commence an application via our online application platforms;
• Contact us or report a problem to us, or
• Complete a survey that we use for research purposes.
How do we use your data?
We process your data for one or more of the following reasons:
- To provide you with the information you have requested, such as about programmes that you have applied for or enquired about, and for customer administration. This processing is necessary to meet our contractual obligations to you or to take steps requested by you prior to entering into a contract.
- To provide you with marketing communications where we have your consent, such as on programmes in which you may be interested, or to seek your views on our products and services. We do this only where you have specifically indicated that you consent to receive such communications, for example, by ticking a box or through some other action, or by volunteering non-mandatory information. You can withdraw your consent at any time by contacting us at email@example.com. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the website in the same way you did before.
- For purposes arising from your use of the website, including personalising our service to you and ensuring that content from our website is presented in the most effective manner for you and your computer. This processing occurs because it is necessary to meet our legitimate interests in operating this website.
- For the purposes for which you use the website, such as to enable you to participate in interactive features of our service, when you choose to do so, including live chat features. This processing is necessary to meet our contractual obligations to you, to take steps requested by you prior to entering into a contract or to meet our legitimate interests.
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 there may be occasions where we may process your data without your knowledge or consent where this is required or permitted by law.
Sharing your data with third parties
All our third-party service providers 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.
Where your data is shared with third parties, we will seek to share the minimum amount necessary.
Where we store or use your data
We may store data collected by the website electronically. This data will be stored on our secure servers or in some circumstances on the secure servers of third-party data processors who provide services to us. We have contracts in place with these data processors. This means that they cannot do anything with your personal information unless we have instructed them to do so. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
There may be occasions when we transfer your data outside the European Economic Area (EEA), for example, to our software application licensors that operate outside the EEA. 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.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of transmitted data and any transmission is at your own risk.
Third party websites
Our website contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Retaining your personal data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a 'data 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 the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove your data where 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 personal information where we are relying on a legitimate interest (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 personal information for direct marketing purposes.
- Request the restriction of processing of your personal information. 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 personal information 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. However, where you have consented to the processing (for example where you have asked us to contact you for marketing purposes) you can withdraw your consent at any time by emailing us at 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 and you may no longer be able to use the site in the same way as you did before.
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 Information Commissioner’s Office at https://ico.org.uk/concerns.
Changes to this policy
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