The types of third parties with whom we may share your personal data include, but are not limited, to the examples cited in the following table. 

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Third PartyPurposeCategories 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 StudentsTo comply with regulatory requirements.Current students
Staff
Anyone else we have dealings with
Agencies with responsibilities for safeguarding minorsEarly 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 societiesTo assist in the organisation of a dinner or an eventAlumni
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 ImmigrationFulfilment of reporting obligations
Fulfilment of obligations as a visa sponsor.
Current students
Current staff, office holders, and senior members
Applicants for staff positions
Legal and professional advisors, auditorsIf 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 hoursTo 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 agenciesIn 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 providersReferral to college nurse, GP or other health professional where intervention required or requested.Current staff, office holders, senior members and students
OFSTEDTo 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 volunteersTo advise on and assist with alumni or development matters
Serving on boards
Alumni
Oxford City CouncilTo 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 providersIn response to requests for references.Current staff, office holders, and senior members
Current students
Relatives, guardians, next of kinPoint of contact for use in an emergency.Current staff, office holders, and senior members
Current students
Somerville College JCR/ MCR executive officersTo enable the JCR/ MCR to establish contact with new students before they arrive at Somerville.Current students and applicants who have had offers accepted
SponsorsTo notify sponsors of your progress.Current students and award holders
Superannuation Schemes as used by the CollegeData 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