Privacy Notice – Expression of Interest Forms

In completing an expression of interest form circulated by the Research Team at the University of Oxford’s Department of Education and/or submitting any required application documents by email, 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 UK General Data Protection Regulation and associated data protection legislation.

We will use your data to assess your expression of interest in the relevant opportunity, and to contact you to clarify information and inform you of the outcome of your expression of interest. Should your expression of interest be selected to proceed to application, we will use your data to facilitate your application to the call.

We are processing your data for this purpose because you have given us your consent to do so by submitting the form and/or emailing any required additional documents. You can withdraw your consent at any time by contacting us at research.facilitation@education.ox.ac.uk. 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.

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. This includes members of the Research Team, the Department’s reviewers for the relevant call, and any University IT or administrative staff who may require access to the data for the purposes of audit.

Your data will be processed using Nexus365, the University’s instance of the cloud-based Microsoft Office 365 service. Service providers 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 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.

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 United Kingdom (UK), for example, when we communicate with you using a cloud-based service provider that operates outside the UK, such as Microsoft, which provides the University’s Nexus365 instance.

Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the UK to provide an adequate level of data protection;
• the organisation receiving the data is covered by an arrangement recognised by the UK as providing an adequate standard of data protection;
• the transfer is governed by approved contractual clauses;
• the transfer has your consent;
• the transfer is necessary for the performance of a contract with another person, which is in your interests.

Information on your rights in relation to your personal data are explained on the University’s Compliance website.

If you wish to raise any queries or concerns about our use of your data, please contact us by emailing research.facilitation@education.ox.ac.uk.