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 or supporter 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. A list of participating colleges, including the University, can be found at the Joint Data Controllers page.
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:
- Volunteers offering their expertise by serving on boards or otherwise advising on or assisting with alumni or development matters.
- Recognised University or college alumni societies and networks, for example when they are helping to organise a dinner or host an event to which you are invited.
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.
- Americans for Oxford, Inc. (AFO) accepts gifts in support of the collegiate University of Oxford. AFO has been determined by the United States Internal Revenue Service to be a tax-exempt public charity. The personal data you provide when making a gift to AFO are collected and processed by the University of Oxford's North American Office using the shared Development and Alumni Relations System (DARS).
- Swiss Friends of Oxford (SFOU)
Swiss residents can give tax efficiently to the collegiate University of Oxford. SFOU is set up as an association (Verein) under Swiss law and has a tax ruling from the canton of Zug recognising its tax-exempt status.
- German Friends of Oxford University
Residents of Germany can also make tax-efficient donations via the German Friends of Oxford University without incurring any fees.
With third-party organisations engaged by the collegiate University of Oxford to provide services:
These include but are not limited to:
- Mailing houses, printers, event organisers or venues.
- Organisations providing tools such as relationship- or event-management systems; databases and reporting/analysis tools; alumni networking or crowdfunding platforms; email or survey tools; payment services (e.g. direct debit, online donation processing).
- Organisations assisting with activities such as market research, marketing and communications, organisational effectiveness, strategy and planning, auditing, business intelligence and analysis, customer experience.