Third Parties With Whom We May Share Data

Third Party

Purpose

Categories of Data Subjects

Agencies with responsibilities for the prevention and detection of crime, apprehension and prosecution of offenders, safeguarding or national security.

For the prevention, detection or investigation of crime, for the location and/or apprehension of offenders, and/or for the protection of the public (in cases where there is a duty on us to report).

Attendees, organisers & those involved in our conferences and events.

Current staff, office holders, and senior members

Alumni

Website Users

Current students

Nursery attendees, parents, guardians and those with parental responsibility

Agencies with responsibility for the regulation and resolution of issues within the higher education sector, including the Office of the Independent Adjudicator and the Office for Students

To comply with regulatory requirements.

Current students

Staff

Anyone else we have dealings with

Agencies with responsibilities for safeguarding minors

Early years providers have a duty under s.40 of the Childcare Act 2006 to comply with the welfare requirements of the Early Years Foundation Stage, including making appropriate referrals where there are concerns about the safety and well-being of a child.

Nursery attendees

Parents

Guardians and those with parental responsibility

Alumni societies

To assist in the organisation of a dinner or an event

Alumni

Development and Alumni Relations System (DARS)

Data shared across participating teams, departments and colleges.
Aim is to gain a better understanding of the multiple relationships existing across the collegiate University to understand preferences, improve data accuracy and enhance communications.

Alumni, donors and supporters

Current staff, office holders, and senior members

Disclosure and Barring Service (DBS)

Background checks as may be required to assess suitability for positions of trust or posts working with vulnerable people or children.

Current staff, office holders, and senior members

HM Revenue & Customs (HMRC)

Invoicing information to the extent required to fulfil Somerville College’s tax obligations, reclaim gift aid.

Attendees, organisers & those involved in our conferences and events.

Current staff, office holders and senior members

Alumni and donors

Nursery attendees, parents, guardians and those with parental responsibility

The Higher Education Funding Council for England (HEFCE)

Data submitted for the Research and Teaching Excellence Frameworks (REF, TEF). This system assesses the quality of research in higher education.

Current staff, office holders, and senior members

Higher Education Statistics Agency (HESA)

Data necessary for HESA to perform statistical analysis and to allow government agencies to perform statutory functions. Data is usually shared in a pseudonymised form.

Current staff, office holders, senior members, current and prospective students

Home Office - Visas and Immigration

Fulfilment of reporting obligations and fulfilment of obligations as a visa sponsor.

Current students, Current staff, office holders, senior members

Applicants for staff positions

Legal and professional advisors, auditors

If circumstances require it, we may share your data with our legal advisers for the purposes of obtaining privileged and confidential legal advice relating to the College’s relationship with you. We may share your data with our other professional advisors in seeking advice regarding our relationship with you.

If auditors wish to inspect College records, this may require them to have access to your data for the purpose of conducting their audit.

Students, student applicants

Current staff, office holders, and senior members

Applicants for staff positions

Alumni, supporters and donors

Visitors to the college, attendees and organisers involved in our conferences and events.

Website Users

Archives researchers and donors

Nursery attendees, parents, guardians and those with parental responsibility

Local Authority departments with responsibility for managing the provision of state-funded childcare hours

To the extent necessary to enable those departments to check compliance with requirements surrounding the provision of state-funded childcare.

Nursery attendees, parents, guardians and those with parental responsibility

Mortgage lender and letting agencies

In order to allow these organisations to verify mortgages and tenancy agreements. Release of this information is subject to a written request being received from the employee.

Current staff, office holders, and senior members

Occupational Health providers

Referral to college nurse, GP or other health professional where intervention required or requested.

Current staff, office holders, senior members and students

OFSTED

To the extent necessary to comply with requirements surrounding inspections of our provision, or to address queries regarding our provision of EYFS services.

Nursery attendees, parents, guardians and those with parental responsibility

Organisation and individual volunteers

To advise on and assist with alumni or development matters

Serving on boards

Alumni

Oxford City Council

To enrol eligible students, resident in Oxford, on the electoral register.

Current students

Partner Organisations:
Americans for Oxford Inc (AFO)
Swiss Friends for Oxford
(SFOU)
German friends of Oxford University

In relation to donations you have made or have pledged, to donate via these tax efficient organisations.

Alumni

Potential employers or education providers

In response to requests for references.

Current staff, office holders, and senior members
Current students

Relatives, guardians, next of kin

Point of contact for use in an emergency.

Current staff, office holders, and senior members
Current students

Somerville College JCR/ MCR executive officers

To enable the JCR/ MCR to establish contact with new students before they arrive at Somerville.

Current students and applicants who have had offers accepted

Sponsors

To notify sponsors of your progress.

Current students and award holders

Superannuation Schemes as used by the College

Data required for the provision of pension benefits.

Current staff, office holders, and senior members

Third party service providers

To facilitate activities of Somerville College. Sharing of personal data will be subject to formal data processing agreements between the college and the processor.

Students, student applicants

Current staff, office holders, and senior members

Applicants for staff positions

Alumni, supporters and donors

Visitors to the college, attendees and organisers involved in our conferences and events.

Website Users

Archives researchers and donors

Nursery attendees, parents, guardians and those with parental responsibility

University of Oxford, other colleges and/or PPHs within the University of Oxford
Conference of Colleges

Where events are progressed on a joint basis.
Publication of information within an online directory in donor listings
Publication of a guest list, press releases or case studies to be included in our publications or on our websites.
Where a member of staff is providing different services to different offices or departments of the collegiate university, to enable proper functioning of contracts or services.
Data from operational cookies shared to maintain the proper function of our website. Data may be shared in an aggregated form.
Providing information to the University of Oxford to fulfil its reporting obligations to HESA in compliance with statutory regulations.
Applying for a role shared between different parts of the collegiate university, which may require sharing of relevant application data.
To assist relationship management –
sharing information across participating teams, departments and colleges through the DARS system.
understand preferences, improve data accuracy and enhance communications.

Attendees, organisers those involved in our conferences and events.

Current staff, office holders, and senior members

Website Users

Students and applicants (Offer accepted)

Applicants for staff positions

Alumni