Privacy Notice - Roots to Seeds Exhibition

Data Protection

In the course of completing this 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 General Data Protection Regulation and associated data protection legislation.

How we use your data

We will use your data for the purposes of internal evaluation: to determine who is attending the exhibition and your responses will be used to improve and tailor future material.

We need to process your data for this purpose to meet our legitimate interests in learning about our audiences and their experiences of visiting our site or exhibitions.

We will only use your data for the purposes for which we collected it.

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 the data processor for the kiosk survey, ViewPoint Feedback. 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

For the survey accessed through the kiosk, we will store and use your data on University premises, in electronic form.

For the survey accessed by QR code, the data collector is OnlineSurveys (, which provides services to the University of Oxford and is certified to ISO 27001 – the recognised security standard. All Online Surveys user and respondent data is stored in the EU. Response data is stored in the Jisc servers and will be downloaded to a password-protected Excel spreadsheet on University OneDrive account (behind SSO, accessed through VPN).

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


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