Privacy Notice - GLAM Volunteer Service Alumni Mailing List

This list is for previous GLAM volunteers who no longer want to volunteer but want to remain connected with GLAM for up to an additional year after stopping volunteering.  This list of names and email addresses is separate to data retained about people’s volunteering (see volunteer retention schedule).

Data protection

By requesting to join our mailing list 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 General Data Protection Regulation and associated data protection legislation.

How we use your data

We will use your data to send you information about news, events and offers related to Oxford University Gardens, Libraries and Museums (GLAM) Volunteer Service. We are processing your data for this purpose only because you have given us your consent to do so, by confirming your subscription. 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.

We will not provide your data to other parts of the University of Oxford, or to other organisations so they can use it for marketing purposes. 

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.

Retaining your data

We will retain your data (your name and email address) for up to a year or until you ask us to change it or delete it, whichever happens first. 


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.

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/Wuhoo/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.

Your rights

Information on your rights in relation to your personal data


If you wish to raise any queries or concerns about our use of your data, please contact us at or Data protection, Clarendon Building, Broad Street, Oxford OX1 3BG