Privacy Notice - Study Room Booking Enquiry Form

This policy describes how we collect and use your personal data that has been submitted on our online enquiry form, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation. We may update this policy at any time.

In the course of completing this enquiry form, 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.

When we collect your data

We will collect data about you when you make a booking, and then from any subsequent email correspondence with you about your booking.

Types of data we collect about you

We will collect, store, and use the following categories of data when you use our website and this form:

Data you give us - you may give us data about you including:

• Names, email address, phone number, other contact details.

Data we collect about you - if you consent to our use of cookies

• If you visit our website, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.
• We will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through and from the website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.

How we use your data

We will use your data to process your enquiry about artworks and objects in our study and print rooms, about booking a visit to the museum e.g. booking a time slot, or about booking a session for a group.

We need to process your data for this purpose in order to fulfil our contractual obligations to you or to take steps at your request prior to entering into a contractual relationship.

We will use your data for purposes arising from your use of the website to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure.  This processing occurs because it is necessary to meet our legitimate interests in operating this website. Information processed for this purpose includes, but is not limited to IP address, browser type, location settings.

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 third party companies who provide services to us, such as for processing payments or administrative support. 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.

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.

Retaining your data

We will only retain your data for as long as we need it to process your enquiry about making a booking or about any other service.

Security

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.

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 website and any transmission is at your own risk.

Where we store and use your data

We may store data collected manually or electronically. The data is stored on our secure servers and/or in our premises within the UK.

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.

Your rights

Information on your rights in relation to your personal data

Contact

If you wish to raise any queries or concerns about our use of your data, please contact us at data.protection@glam.ox.ac.uk or Data Protection, GLAM, Clarendon Building, Broad Street, Oxford OX1 3BG