Library Privacy policy

Introduction

This privacy notice applies to all users of the Oxford Union Society (referred to in this document as ‘OUS’, ‘the Union’ or ‘the Society’) website.

The Union is committed to protecting the privacy and security of personal data. For the parts of your personal data that you supply to us, this notice also explains the basis on which you are required or requested to provide the information. For the parts of your personal data that we generate about you, or that we receive from others, it explains the source of the data. There are some instances where we process your personal data based on your consent. This notice sets out the categories and purposes of data where your consent is needed.

The library website does not collect any data, other than what Google Analytics and the WordPress privacy policies have already set out in their terms (please see the next paragraph for links to these policies).

What personal data we hold about you and how we use it

The library website uses Google analytics data, the details of which can be found on the Google website: https://policies.google.com/privacy

The WordPress privacy policy, as hosts of the library website, can be found here: https://automattic.com/privacy/

Oxford Union Society Contact Details

If you need to contact us about your data, please contact: the Oxford Union Data Protection Officer, The Oxford Union, Frewin Court, Oxford, OX1 3 JB (email: bursar@oxfordunion.org.uk; telephone: 01865 241353).

Categories of data that we collect, store and use include (but are not limited to): –

  • Details of your committee membership or other roles and offices to which you are elected or appointed within the Oxford Union (such as it may appear in photographs);
  • Your activity and contribution to Union debates, meetings, and other activities, including photographs, video recordings of those contributions;
  • Photographs and recordings of you in connection with debates or other social activities taking place within the Union where there is a photographer present.

How we share your data

We do not, and will not, sell your data to third parties. We will only share it with third parties if we are allowed or required to do so by law. Examples of bodies to whom we may disclose certain data include:

  • Agencies with responsibilities for the prevention and detection of crime, apprehension and prosecution of offenders, or collection of a tax or duty for the prevention and detection of crime, apprehension and prosecution of offenders, or collection of a tax or duty for the prevention, detection, or investigation of crime, for the location and/or apprehension of offenders, for the protection of the public, and/or to support the national interest.

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies and are only permitted to process your personal data for specific purposes in accordance with our instructions. We do not allow our third-party providers to use your personal data for their own purposes. More extensive information on the categories of recipients of your data is set out in a table here.

Sharing your data outside the European Union

The law provides various further safeguards where data is transferred outside of the EU. When you are resident outside the EU in a country where there is no “adequacy decision” by the European Commission, and an alternative safeguard is not available, we may still transfer data to you which is necessary for performance of your contract with us. Otherwise, we will not transfer your data outside the European Union without first notifying you of our intentions and of the safeguards that apply to your data.

Your rights over your data

Subject to certain conditions set out in UK data protection law, you have:

  • The right to request access to a copy of your data, as well as to be informed of various information about how your data is being used;
  • The right to have any inaccuracies in your data corrected, which may include the right to have any incomplete data completed;
  • The right to have your personal data erased in certain circumstances;
  • The right to have the processing of your data suspended, for example if you want us to establish the accuracy of the data we are processing.
  • The right to receive a copy of data you have provided to us.
  • The right to object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.
  • The right to object to any automated decision-making about you which produces legal effects or otherwise significantly affects you.

Where the lawful basis for processing your data is consent, you have the right to withdraw your consent at any time. When you tell us you wish to exercise your right, we will stop further processing of such data. This will not affect the validity of any lawful processing of your data up until the time when you withdrew your consent. If you are considering how or whether to exercise your rights or to withdraw your consent you may contact the bursar – bursar@oxford-union.org .

Further guidance on your rights is available from the Information Commissioner’s Office https://.ico.org.uk/. You may also wish to contact the Oxford Union’s Data Protection Officer.

You have the right to complain to the UK’s supervisory office for data protection, the Information Commissioner’s Office if you believe that your data has been processed unlawfully.

Future changes to this privacy notice, and previous versions

We may need to update this notice from time to time, for example if the law or regulatory requirements change, if technology changes, or if the Oxford Union Society makes changes to operations and procedures, e.g., to make them more efficient. If the change is material, we will give you not less than two months’ notice of the change so that you can decide whether to exercise your rights, if appropriate, before the change comes into effect. We will notify you of the change by email.