Events Office Privacy policy – Microsoft Forms

A    Privacy policy – Event Office, Microsoft Forms
forms.microsoft.com (“this site”) is used by the University of Oxford for the purposes of collecting data for events. We are committed to protecting the privacy and security of your personal information (‘personal data’).

This policy (together with their terms of use on forms.microsoft.com) describes how we collect and use your personal data during your use of this site, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation.  

B    Who is using your personal data?
The University of Oxford   is the “data controller" for the information that you provide to us when visiting this website. This means that we decide how to use it and are responsible for looking after it in accordance with 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 this site. It will also be shared with third parties described in Section H. 

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 this site you are accepting and consenting to the practices described in this policy. 

C    Glossary
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. 

D    Types of data we collect about you
We will collect, store, and use the following categories of data when you use this site:

Data you give us.  You may give us data about you including:

• Name, email address, dietary requirements and access requirements

Data we collect about you.  

• The time taken to complete the form and if internal your Email address

E    When we collect your data
We will collect the vast majority of data about you when you correspond with us by phone, e-mail, RSVP/register for an event. 

When you visit this site it may also automatically collect technical information about your visit from your computer.

F    How we use your data
We process your data for one or more of the following reasons: 

• To enable you to RSVP or register for an event and to send you communications and or tickets to do with the event.
• We will process your data to enable us and third-party suppliers to cater for your needs when attending the event. For example, your dietary and access requirements. 
• To enable us to send you communications about the event via email. 

We will only use your data for the purposes for which it was collected, 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 above rules, where this is required or permitted by law.

H    Sharing your data with third parties
We may share your data with third parties who provide services on our behalf, such as for catering or security purposes.  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.

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.

Where your data is shared with third parties, we will seek to share the minimum amount necessary. 

I    Where we store or use your data
We may store data collected by the website manually or electronically.  The data is stored on our secure servers and/or in our premises within the UK. 

There may be occasions when we transfer your data 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 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 interest. 

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 data transmitted to the site and any transmission is at your own risk.    

J    Third party websites
This site 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.

K    Retaining your data
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.  

L    Your rights 
Under certain circumstances, by law 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 processing of your data where we are relying on our legitimate interests (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 data for direct marketing purposes.]
• Request the restriction of processing of your data. 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. 

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 events.office@admin.ox.ac.uk. 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 data.protection@admin.ox.ac.uk. 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/. 

M    Cookies
This site uses cookies to distinguish you from other users of this site. This helps to provide you with a good experience when you browse this site and also allows us to improve this site. For detailed information on the cookies the site uses and the purposes for which they are used see the Microsoft privacy policy: https://privacy.microsoft.com/en-GB/privacystatement#maincookiessimilartechnologiesmodule 

N    Changes to this policy
Any changes we may make to our privacy policy in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy policy.

O    Alternative means to RSVP
If you would rather not RSVP for an invitation via forms.microsoft.com, please email: events.office@admin.ox.ac.uk, stating your name, the event you wish to RSVP for, your guest information (if applicable) and any dietary or access requirements (if applicable).

P    Contact
If you wish to raise any queries or concerns about this privacy policy please contact us at events.office@admin.ox.ac.uk or Events Office, University of Oxford, University of Offices, Wellington Square, Oxford, OX1 2JD.