For everyone in the University
This policy relates to personal data and services provided by the IT Learning Centre.
In the course of using the services provided by the IT Learning Centre you have provided information about yourself (‘personal data’). These services include:
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 or retention.
The University of Oxford1 is the “data controller" for the information that you provide to us when using our services. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.
Access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with the operation of these services. It will also be shared with third parties as described in this document.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.
By visiting our site and using our services you are accepting and consenting to the practices described in this policy.
1 The University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford.
We will collect, store, and use the following categories of data when you use our services including:
We will collect data about you when you:
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.
Please note that we may process your data without your knowledge or consent, in compliance with the conditions set out here, where this is required or permitted by law.
We will use your data to provide you with the services you have requested and to review and improve our services. We collect and store data for the purposes of:
We are processing your data for this purpose only because you have given us your consent to do so, by:
This processing is necessary to provide you with our services.
We would like to send you information by email about services which may be of interest to you. We do this only where you have specifically indicated that you consent to receive such communications, for example, by selecting ‘Yes’ to receiving IT Learning Centre communications during the course booking process. We will ask whether you would like us to send you marketing messages each time you book a course. You will have the opportunity to select what messages you wish to receive.
You can withdraw your consent at any time by contacting us at firstname.lastname@example.org or calling 01865 273200 (option 2). 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 site in the same way you did before.
We will not provide your data to other businesses so they can use it for marketing purposes.
Video and images that we collect of our activities may be used to promote our services. At the time of recording, you will be informed that recording is being carried out and given the opportunity not to be featured in any of the video or images. CCTV video is used solely for the purposes of enhancing the safety and security of the IT Learning Centre and is not used for any other purpose.
Access to your data within the University will be provided to those who need to view it as part of their work (e.g. managers, administrators and trainers) in carrying out the purposes described above. The CoSy booking system is used by CoSy administrators in other departments across the University and your data can be viewed by these administrators.
Where a course has been organised on behalf of a department the names of participants, attendance reports and feedback will be passed to the department.
Course records will be routinely shared with other people within the University who we believe have a legitimate need to know, including heads of departments and departmental administrators and HR managers.
Project training records will be shared on request with project roles (as identified by project managers) where there is a legitimate project requirement.
We also share your data with companies who provide services to us, such as for the course booking system, payment gateways, LinkedIn Learning and survey tools. 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.
Where your data is shared with third parties, we will seek to share the minimum amount necessary. For example, we only share your SSO ID with LinkedIn Learning.
Some of our services (e.g. the IT Learning Portfolio) contain links to and from various third party websites. If you follow a link to any of these websites these websites will have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
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.
We store data collected by our services manually and/or electronically. The data is stored securely in accordance with University data security policies. This may be on premise or using approved off-site storage.
Electronic data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA")
Such transfers will only take place if one of the following applies:
We will only retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements.
Information on your rights in relation to your personal data is explained here.
Inaccuracies in data will be resolved as they arise. If it becomes apparent that inaccurate information is held, this data can be corrected by emailing: email@example.com
You may ask to receive a copy of the data stored about you. Applications should be made to firstname.lastname@example.org
For IT Learning Centre courses, current university members can check their own records by logging into My Dashboard.
Use our online contact form
Email us at email@example.com
Call us on 01865 273200 (option 2)
Use our room enquiry form
Email us on firstname.lastname@example.org
Use our instructional design enquiry form
Email us on email@example.com
Email us on firstname.lastname@example.org
The IT Learning Centre is part of Customer Services at IT Services