New College Oxford ('the College') may use photographs and/or video and/or audio recordings taken by the College or by persons or organisations authorised on behalf of the College for the purposes of internally and externally promoting the College.
- These images or recordings may be captured at any time and could be used in any media (existing or later created or made available) including print and digital media formats such as print publications, prospectuses, brochures, websites, e-marketing, posters, banners, advertising, film, social media, podcasts, or for teaching and research purposes. They may also be provided to the University of Oxford for the same purposes.
- Images, videos, and audio files on websites can be viewed throughout the world and not just in the United Kingdom and that some overseas countries may not provide the same level of protection to the rights of individuals as EU/UK legislation provides.
- Some images or recordings may be kept permanently once they are published and be kept as an archive of College life.
- Subjects in the image will not be paid a fee in respect of any use made of the photograph(s) and/or video recording(s) but have the opportunity of being involved in promoting the College in the manner set out above.
- Copyright in the image(s) and/or video recordings will be retained by the College
- The College shall have the right to edit, modify, crop, add to or subtract from the photographs and/or video recordings at its entire discretion and without my approval.
- Images or recordings featuring me may be hijacked, misused, or abused by people outside the College once in the public domain and will not hold the College responsible for this.
How We Use Your Data
You can withdraw your consent at any time by contacting us at the address set out below. 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. 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 College 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 the services to us, such as for printing, web hosting, asset and social media management. 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 instruction. 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 data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.
Where We Store and Use Your Data
We store and use your data on College premises, in both a manual and 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 Survey Monkey, MailChimp, Eventbrite, Wufoo, Facebook, Instagram, X (previously Twitter) etc.
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.
You have the right to:
- request access to your data (commonly known as a "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 your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
- request erasure of your data. 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 the processing of your data, where we are processing it to meet our public tasks or legitimate interests (or the legitimate interests 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 data for direct marketing purposes.
- request that the processing of your data is restricted. 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 data to another party.
Further information on these rights is available from the Information Commissioner's Office. 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.
If you have any questions about this, please contact Data Protection Coordinator, New College, Oxford, OX1 3BN, United Kingdom. If you have any questions relating to data protection please contact the College's Data Protection Coordinator (firstname.lastname@example.org).