Privacy Notice - Fresher's Fair Volunteer Sign Up

Data protection

In the course of completing this application/registration form/membership form/document, you have provided information about yourself (‘personal data’). We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the UK General Data Protection Regulation and associated data protection legislation.

How we use your data

We will use your data to send you information about how to sign up as a volunteer and what to expect.

We are processing your data for this purpose only because you have given us your consent to do so, filling in this form. You can withdraw your consent at any time by contacting us at 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 University 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 services to us, such as for Microsoft. 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 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. 


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 .

Where we store and use your data

We store and use your data on University premises, in electronic form. 

Your rights[1]

Information on your rights in relation to your personal data are explained here .


If you wish to raise any queries or concerns about our use of your data, please contact us at or GLAM Divisional Office, Museum of Natural History, Oxford, OX1 3PW.[2]


[1] A link can be used in the vast majority of cases where the privacy notice will be available electronically. However, where hard copy privacy notices are to be made available to data subjects, this section should contain all of the text which can be found at

[2] The intention is that people should contact the department for any routine queries and the Information Compliance Team only if they wish to submit a formal request in exercise of their rights.