Privacy Notice - OxLibris

What are you doing with my information?

We (the University of Oxford* and its Colleges**) take your privacy seriously. The below information tells you what we as “data controllers” are doing with your personal information and how we will keep it safe.

We use your information to register you for OxLibris. This includes creating a Bodleian Reader Card for and entering your details into the Higher Education Access Tracker (HEAT) database, which we use to record information about our outreach activities and those who take part in them.

Using your data in this way is necessary for a task that we carry out in the public interest (i.e. running events to promote access to Higher Education) and to meet our legitimate interests in promoting applications to the University from under-represented groups.

Who is using my personal information?

Only University of Oxford and College staff who need to see it as part of their work will see your personal information.

Your personal details (name, date of birth, postcode and school) and the events or activities in which you have participated will be added to HEAT. HEAT is a shared database used by a variety of organisations to identify which activities are most helpful in preparing students for higher education and progressing to employment. Users include the University, its colleges, student organisations, educational charities and relevant public bodies (e.g. The Universities and Colleges Admissions Services, or UCAS).

How long will you keep my information?

We only keep this form until the research session period is completed. Your information in our Bodleian Reader Card database will be kept for six years after your card expires.

The information in HEAT will be kept for as long as is necessary to conduct long-term evaluation, tracking and research about access to Higher Education. How long this takes will vary depending on your age at the time of participation in an outreach activity. Providing high quality outreach activities means being able to compare our activities and to determine which ones best help students to move on to Higher Education and employment.

How do you keep my information safe?

We store and use your personal information in University and/or College buildings and on the University and/or College computer network. We follow the University’s policies and procedures to keep it safe.

The information on HEAT may be shared with HESA, UCAS, DfE and SFA to help determine whether our activities are helping participants move on from school into Higher Education and employment. There may be occasions when such sharing involves the transfer of your data outside the EEA, for example, to a service provider based overseas. 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 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 governed by approved contractual clauses.

What are my rights?

Information on your rights in relation to your personal data can be found on the University's Individual Rights webpage.

Contact us

If you wish to ask any questions about our use of your personal information, or exercise your rights, please contact us at or Data Protection, Clarendon Building, Broad Street, Oxford OX1 3BG.

*The University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford

**College’ means any college or Permanent Private Hall of the University, a list of which can be found at