Please find below the complete list of different types of personal data that we will process depending on your interaction with us. 

Return to the Privacy Notice

Relationship with usData CollectedCategories of Data Subjects
A website userOnline activity based on your interaction with us, including:
Internet protocol (IP) address or other unique device identifiers.
Login data, browser type, version and settings, browser plug-in types.
Your operating system and platform.
Time and dates of access and time zone settings and location.
Information provided via a web form.
Searches conducted, site visits and versions.
Attempts to log onto closed sites.
Crash data.
Staff, students, alumni and users of the College website including members of the public
Our current studentsData relating to your application to and education at the college, including:
UCAS information - predicted grades, academic record, personal statement
Health, age, gender, religion, ethnicity
Disability information
Emergency contact information
Criminal convictions, allegations or charges
Contact details
Details of the course being studied
School, previous educational establishments/employers’ references
Family members information
Financial information for example bank and payment information, fee status & funding information, information regarding outstanding fees and student loans status, University fees
Student contract
Accommodation records including tenancy or licence agreements
Attendance and student status records
Welfare records
Data necessary for the function of the college including data regarding your assessed work, library loans and IT use
Our assessment of your work, references provided by us
Details of disciplinary complaints or decisions about you
Communications regarding you for example deferring studies to a later year
Room booking and facilities requests
Records of college cultural life
Meal bookings and attendance
Open Days student helpers, outreach activities
Examination results
Degree ceremony booking information
Qualifications attained, prizes and awards received
Passport and visa information
Immigration status
Right to work checks
Graduate student records including details of your supervisor, the supervision process, examiner, college advisor, thesis title, submission and viva details and outcomes, progress reports, records of meetings about your progress
Current students and applicants who had offers accepted
Our prospective studentsData relating to applicants and the admissions process including:
open days attendees
UCAS forms – predicted grades – academic record – personal statement
Details of qualifications awarded
Any written works or tests you submit and our assessment of those tests or work
Fee status and funding information
Special category data provided during the application process including ethnicity, religion, health, disability
Details of criminal convictions provided by you
Data provided during open days and access activities including for HEAT (see HEAT privacy notice on Oxford University website), The Access Platform (TAP)
Applicants and prospective students
Security & MonitoringData relating to college security and monitoring including:
CCTV recordings and still Images
Security access records
emergency contacts lists
details of contractors on site
accident records
room bookings and key holders
door access control data
parking records
mail delivery records
Staff, students, prospective students, alumni, visitors and those individuals who may interact with the Colleges security systems.
Conferences & EventsData relating to organisation of and attendance at events including:
Contact details
Financial information
Details of events organisers and guests including details of organisations represented, and the event purpose
Event attendees
Billing information re facilities and services
Room and meal information - requirements relating to disability or medical condition
Dietary requirements
Photos, audio, video recording of the event
Guest login information – IP address, devices connected and traffic monitoring data
Attendees, alumni, visitors, organisers and those involved in College events and/or conferences
Commercial transactionsData required for the processing of transactions including:
Financial information
Names, and contact information of suppliers and contractors including but not limited to email addresses, telephone numbers and mailing address etc.
Lease details and letting information
Contractual information such as the selection of supplier or contractor
IT SystemsData relating to provision and use of college IT including:
Contact information
Device information
Log in information, user access levels, internet usage
IT support logs, incident logs
Printing logs
University card number
Records of telephone use
Staff, students, alumni and users of College IT systems, email, mobile devices and telephones
NurseryData concerning nursery users including:
Application and registration records including details of attendee (description, religion, nationality)
Attendance records & correspondence
Development and learning records
Safeguarding, health and wellbeing data
Intervention and behaviour management plans
Dietary requirements
Equality monitoring
Photos, audio, video – records of nursery life
Parent site usernames, log in details and passwords, IP addresses
Contact details
Childcare grant funding paperwork including passport information and/or birth certificate
Medical information
Details of any special educational needs
Financial information
Security records including CCTV records, records of incidents, accidents, health and safety reports
Nursery attendees
Parents, guardians and those with parental responsibility.
Grandparents and/or other family members.
Applicants – office holders and senior membersRecruitment information including:
position, grade, salary benefits, application paperwork, results of testing, names of referees
background checks including DBS
Health information
Special arrangements/adaptations
Contact details
Communications regarding outcome of application
Passport, visas, immigration data
Equality monitoring data
Potential conflict of interests
Applicants for the position of staff, office holder or senior member.
Self-employed individuals and contractors applying to provide services to the College
Current staff – office holders- and senior membersData relating to those working at or for the college including:
Position, grade, salary benefits, application paperwork, results of testing, references and names of referees
Qualifications and associated correspondence
background checks including DBS
Special arrangements/adaptations
Communications re outcome of application
Passport visas immigration data
Equality monitoring data
NI, tax codes, payslips, bank details etc
Pension membership
Training records
Appraisals, promotions and progression
Housing records – tenancies, joint equity schemes
Absence records and sick leave records
Computer usage data (see IT data collected)
Portable devices data
Contact details and emergency contact details
Health data including requirements relating to disability or medical condition, occupational health data
Records of employment including correspondence, college records
Potential conflicts of interest
Disciplinary records
Leave and buy-out requests, sabbatical information
Current staff, office holders and senior members, self-employed individuals and contractors engaged to provide services to the College
ArchivesRecords of the history of the college and its members including but not limited to:
Records of undergraduate and graduate students (see current students)
Records of senior members of the college including principals, fellows, tutors, lecturers, research fellows, language assistants (see current staff and office holders)
Staff records (see current staff and office holders)
Alumni records including personal papers donated to the college
Administrative records including minutes of Governing Body and other college committees
Records of college cultural life including photographs, videos and recordings
Financial records including funds, awards, donations, accounts
Data supplied by researchers who access the archives and college collections
Records of donors and their donations to the archives and the college
current students current staff and officers of Somerville College.
Individuals who have donated items to our archives
Researchers who access our archives
Other third parties referred to in records held in the archive
AlumniBiographical information, which may include:
• name, title, contact details, date of birth, gender, marital status, spouse, partner and family details for current or past students: student ID, programme of study, department, college, matriculation or start date, graduation date, degree conferred
• awards received whilst studying at Oxford (prizes, scholarships, accolades, bursaries); other education history and professional qualifications
• involvement in sports teams, clubs and societies whilst at Oxford and subsequently
• employment details (incl. salary/salary band), career history, professional activities
• interests, activities and accolades, incl. honours, life achievements
• profile pictures which come from publicly accessible sources (where copyright allows)
• links to your public social media presence e.g. LinkedIn, Twitter, website or blog

Details of our ongoing relationship and your engagement with us, which may include:
• records of your personal interactions with us (e.g. correspondence, notes of meetings or conversations)
• your communication preferences; records of communications you have received from us, incl. copies of letters, emails or appeal literature sent, and of fundraising activities in which you have been included (e.g. annual fund mailings, telephone fundraising campaigns)
• data obtained through cookies and similar technologies such as pixels, tags, web beacons, and other identifiers. These help us understand how you interact with our email communications, websites and other online services we provide, e.g. crowdfunding, alumni networking sites. You will find a link to the relevant cookie policy on each of our websites
• your attendance (and that of your guests) on visits to, or at events across the collegiate University, including details of any payments made, and photographs, audio and video recordings in which you may be included
• details of benefits and services provided to you, e.g. use of college or University libraries, Oxford University Careers Service
• your connections to other alumni, students, staff, friends, groups or networks, donors and supporters within the collegiate University community
• membership of college or University social media groups e.g. Facebook, LinkedIn
• a record of offers of voluntary support you have made, e.g. offers of expertise, advice, mentoring, internships, coaching, accommodation/support for students visiting your area
• a record of volunteer work you have undertaken
Information about your giving, which may include:
• current and past donations and pledges, documentation relating to these gifts and records of the projects you have supported
• financial information required to process your gifts
• if you have given it, an indication of your intent to leave a legacy, including copies of Wills or sections of Wills
• any requests you have made for anonymity in relation to your giving
• thank you, letters, donor reports provided relating to gifts you have made, correspondence and notes of meetings
• plans for activities and future interactions
• records of membership of any societies or groups related to your giving
• your relationship to friends and patrons groups associated with, or providing support to, the collegiate University
• your relationship to relevant trusts, foundations and corporates, e.g. membership on board of trustees

Information relating to your willingness or financial capacity to support our charitable objectives, which may include:
• Our understanding of your likely philanthropic interests, and a note of particular projects we think may be of interest to you. This understanding may be provided by you or from information in the public domain
• Information about your giving to other organisations, and other support that you provide (e.g. volunteering roles, trusteeships), where this information is given to us by you or publicly reported, and where it helps us to understand your interests
• Other information which may give an indication of the scale of any potential philanthropic gift you may be able to give, such as information about earnings and assets, including property, or publicly reported estimates of wealth or any estimate we may make on the basis of the above information and your previous giving
• Personal recommendations, where made by other supporters, that you may be willing and able to provide support

Sensitive personal data, which may include:
• Health information, including any medical conditions – we may use health information provided by you so we can make reasonable adjustments to improve the service we are able to offer you (e.g. seating or access at an event, dietary requirements, provision of disabled parking, or allocation of accommodation). With your permission, we may also hold health data to ensure our engagement with you is based on a suitable understanding of, and care and respect for, your particular circumstances.
• Criminal convictions, offences and allegations of criminal activity – we may use publicly available information concerning criminal convictions and offences or allegations of criminal activity, including money laundering or bribery offences, to carry out due diligence on donors or prospective donors in line with our guidelines on the acceptance of gifts.
• Race or ethnicity, religious beliefs, sexual orientation, political opinions – we do not seek to obtain these categories of sensitive data. However, they may sometimes be inferred from other data we hold, for example, your relationships, society memberships, job titles, donations to specific causes or interests.
• To manage our ongoing relationship with you and to provide a record of your interactions and contributions to college and University life
• To offer and manage a varied programme of events tailored to your interests, including networking events, subject reunions, Gaudy dinners, sports events, concerts, seminars and lectures
• To ensure you are aware of the wider programme of events, lectures and seminars taking place across the collegiate University which we believe may be relevant to you and that you may have an interest in attending
• To keep you up to date with news from Somerville or other areas/initiatives in which you have shown an interest, e.g. by donating, attending an event, or becoming a member/friend
• To provide you with information about alumni benefits and services, including access to the University of Oxford Careers Service
• To let you know of volunteering opportunities, including linking current students with alumni for careers advice and internships, or speaking opportunities
• To provide the most relevant content and best possible user experience when you are interacting with our digital communications and platforms
• To identify potential volunteers, alumni ambassadors and event attendees
• To accept and process commercial revenue, e.g. for merchandise or event tickets
• To undertake surveys and market research
• To create classifications and groupings (through manual or automated analyses) in order to best direct engagement activities
• To analyse the success of our engagement activities, collect feedback, and manage complaints
For all fundraising and donor stewardship
• To help ensure that our fundraising efforts are conducted as efficiently as possible, and that our approaches to potential donors are respectful, professional, and made, as far as possible, based on evidence and an understanding of what may interest you
• To ask you for your support for our fundraising programmes, always mindful of fundraising best practice, and according to the fundraising promise.
• To accept and process philanthropic revenue
• To provide acknowledgement, recognition and stewardship of your gift
• To inform you of the impact of your gift
• To create classifications and groupings (through manual or automated analyses) in order to best direct fundraising activities
• To support peer-to-peer fundraising campaigns
• To inform fundraising, marketing and donor stewardship strategies
For fundraising for major gifts
• Where we have reason to think a potential donor may possess an interest and financial capacity to donate, we may research and collate additional information from sources in the public domain, typically concerning a potential donor’s interests in so far as they may coincide with our work, their philanthropic activity, financial capacity and networks in order to substantiate this. We may undertake this research ourselves or use the services of a third-party partner. This new information may be added to the record of a donor or potential donor.
• Where this activity is being undertaken for a new contact with whom we have no previous relationship, we will provide the individual with a link to this privacy notice as part of our initial engagement.
• Information may be collated into a briefing or profile in order to prepare for and engage in fundraising and/or stewardship activity.
• We may also carry out due diligence on potential donors using publicly available information in order to comply with our policy on the acceptance of gifts, and to fulfil our legal responsibilities.
For operational reporting, management reporting, and governance
• We may use your personal data for the purposes of operational reporting, to produce management information, and for other relevant purposes relating to the governance of the collegiate University. We will use only the data required and, unless necessary, we will use anonymised or pseudonymised data.
In our external communications
• With your permission, we may publish your name in an online directory, in donor listings, as part of a guest list, or we may work with you to create press releases or case studies to be included in our publications or on our websites.
Alumni, including former students and employees