Privacy Notice for the Oxford Martin Programme on the Illegal Wildlife Trade Conference 2018 (the conference)
This privacy notice explains what types of personal information will be gathered in the context of the conference and how this information will be used.
A Data protection
In the course of completing this application/registration form/membership form/document, 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 General Data Protection Regulation and associated data protection legislation.
B How we use your data
We will use your data to: register you to attend the conference; to provide you with information relating to the conference once you have registered to attend; to assess your abstract submission; to register you as a volunteer.
- Registering to attend the conference
- Providing information relating to the conference
We need to process your data for this purpose in order to fulfil our contractual obligations to you in relation to your attendance at the conference.
- Abstract submission
We are processing your data for this purpose only because you have given us your consent to do so, by ticking the appropriate box on the abstract submission form. You can withdraw your consent at any time by contacting us at firstname.lastname@example.org. 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.
C Who has access to your data?
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.
We may share your data with companies who provide services to us, such as for event support including catering, security and welcome desk management, badge printing. These companies 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 may also share your data with the following organisations who are jointly organising the conference to assist with delegate management and assessment of submitted abstracts:
- BIOSEC – University of Sheffield
- Lancaster Environment Centre – Lancaster University
- Durrell Institute of Conservation and Ecology – University of Kent
- Zoological Society of London
Where we share your data with a third party, we will seek to share the minimum amount necessary.
D Retaining your data
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: https://www.infosec.ox.ac.uk/.
F Where we store and use your data
We store and use your data on University premises, in both a manual and electronic form.
Electronic data may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”), for example, when we communicate with you using a cloud-based service provider that operates outside the EEA such as Survey Monkey, MailChimp, Zoho, Mail Sched, GoogleAnalytics.
Such transfers will only take place if one of the following applies:
- the country receiving the data is considered by the EU to provide an adequate level of data protection;
- the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;
- the transfer is governed by approved contractual clauses;
- the transfer has your consent;
- the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or
- the transfer is necessary for the performance of a contract with another person, which is in your interests.
G Your rights
Information on your rights in relation to your personal data are explained here.
If you wish to raise any queries or concerns about our use of your data, please contact us at email@example.com.