Cookie Policy

Brasenose College Web Services Privacy & Cookies Policy v1.2 (May 2018)

You can access all Brasenose College privacy notices at https://www.bnc.ox.ac.uk/privacypolicies.

This privacy notice sets out how Brasenose College gathers and processes information from our various websites listed below:

www.bnc.ox.ac.uk
All Sub sites of bnc.ox.ac.uk (e.g. staff.bnc.ox.ac.uk)
All Sub sites of the domain brasenose.org (e.g. it.brasenose.org)
brasenosejcr.org
brasenosehcr.org

A summary of what this notice explains

Brasenose College is committed to protecting the privacy and security of personal data.

This notice explains what personal data Brasenose College (“us” or “we”) gather and hold about visitors to our various websites (“you”), how we use it internally, how we share it, how long we keep it and what your legal rights are in relation to it. If you access other websites, include those linked to on our site, you will need to consult the appropriate information on other sites for information on their policies and or statements.

For the parts of your personal data that you supply to us to us, this notice also explains the basis on which you provide the information. For the parts of your personal data that we generate about you, or that we receive from others, it explains the source of the data.

There are some instances where we process your personal data on the basis of your consent. This notice sets out the categories and purposes of data where your consent is needed.

Brasenose College has also published separate notices, which are applicable to other groups and activities. To the extent that you complete a web form on our site, which asks you to give us certain information voluntarily (such as your name, contact information, email addresses or phone numbers) for a specific purpose, you may need to consult another of our notices to see how that data will be handled. For example, if you use a web form to register to attend a College event, you should also consult the conferences and events privacy notice. To obtain a full picture of how your data is treated, it is important that you read this privacy notice together with any other applicable privacy notices:

1. Current Students
2. Staff, Office Holders and Senior Members
3. Staff, Office Holders and Senior Member Applicants
4. Alumni and donors (including what financial information we hold about our alumni and how we use it when considering fundraising initiatives)
5. Archives (which explains what data we hold in our archive)
6. Security, Maintenance and Health & Safety (including how we use CCTV)
7. Conferences and Events
8. IT systems (including how we monitor internet usage)

You can access past versions of our privacy notices at https://www.bnc.ox.ac.uk/privacypolicies.

What is your personal data and how does the law regulate our use of it?

“Personal data” is information relating to you as a living, identifiable individual. We refer to this as “your data”.

Data protection law requires Brasenose College as data controller for your data:

• To process your data in a lawful, fair and transparent way;
• To only collect your data for explicit and legitimate purposes;
• To only collect data that is relevant, and limited to the purpose(s) we have told you about;
• To ensure that your data is accurate and up to date;
• To ensure that your data is only kept as long as necessary for the purpose(s) we have told you about;

Brasenose College’s Contact Details

If you need to contact us about your data, please contact: [email protected]

What personal data we hold about you and how we use it?

Whenever you use a website, mobile application or other Internet service, certain information is created and recorded automatically. The same is true for our website(s), being those with URLs ending in:

bnc.ox.ac.uk
brasenose.org
insidebrasenose.org
brasenosejcr.org
brasenosehcr.org

In addition to the data we gather via web forms placed on our site (the handling of which will be governed by the relevant data protection notice covering the circumstances and context), we collect and generate a variety of data via our website(s).

Categories of data that we collect, store and use include (but are not limited to):

Log data: Whenever you use our website, our servers automatically record information (“log data”) regarding that access, including:

• Any data sent by your browser or mobile app to enable you to access the site.
• Location data of users (if provided by the connecting device).
• Internet Protocol (IP) address of the connecting device or other unique device identifiers.
• Browser type and setting for the connecting device.
• The date and time of access.
• Details of any attempts to log on to closed systems.
• Crash data.

Cookie data: We may use “cookies” (small text files sent by your computer each time you visit our website, unique to your visit or your browser) or similar technologies to record additional information. Our cookies record information including:

• Language preferences.
• Contents of online ‘shopping baskets’ (where relevant).

For further information on the cookies we use and the data each collects, please see our Cookie notice.

Most data collected is statistical data about our users' browsing actions and patterns, and does not identify any individual. However, there may be occasions where browsing patterns are connected to IP addresses or location data such that the data as a whole is personal data.

Whether we collect some of the above information often depends on your device type and settings. To learn more about what information your device makes available to us, please also check the policies of your device manufacturer or software provider

The lawful basis on which we process your data

The law requires that we provide you with information about the lawful basis on which we process your personal data, and for what purpose(s).

In most circumstances, we require your consent to place cookies on your device(s). When you access our website you are notified that we use cookies, and continued use of the site following that notification is taken as consent to the use of cookies.

If you would prefer that we do not use cookies, you should adjust your browser settings to reject cookie use. Your operating system may allow you to set your preferences in a variety of ways, including a “Do Not Track” setting. [If you enable the setting, we will not track your activity on our site.]

Where we use cookies for site security, or to ensure the proper functioning of the site (for example via the use of load-bearing cookies), we do not require your consent to the use of these cookies, we have a legitimate interest in their use and we process all data, as collected by those cookies, on that basis.

Data that you provide to us and the possible consequences of you not providing it

The data that we collect via our website in the course of your accessing it, is provided by you on a voluntary basis. If you elect to adjust your browser settings to reject cookies, it may affect your experience in using the site, in the event that any blocked cookies support functionality.

Other sources of your data

Apart from the data that you provide to us, we may also receive data about you from other sources:

We may get information about you and your activity outside Brasenose College from other third parties we work with. For example:

• The University of Oxford (If you are authenticated with RAVEN or Shibboleth)
• Google Analytics shares information with the websites or apps where it runs to provide statistics. We also receive this information, which may include information such as whether clicks on other sites led to visits to our site. For more information about Google Analytics see http://www.google.com/analytics/.
• Cloudflare. Some of the College’s websites are protected by Cloudflare. Your IP addresses data can be passed via this service.

How we share your data

We do not, and will not, sell your data to third parties. We will only share it with third parties if we are allowed or required to do so by law.

Examples of bodies to whom we are required by law to disclose certain data include, but are not limited to:

Examples of bodies to whom we may voluntarily disclose data, in appropriate circumstances, include but are not limited to:

Where website information is shared with third parties, we will seek to share the minimum amount of information necessary to fulfil the purpose.

All our third party service providers are required to take appropriate security measures to protect your personal information in line with our policies, and are only permitted to process your personal data for specific purposes in accordance with our instructions. We do not allow our third party providers to use your personal data for their own purposes.

• The right to request access to a copy of your data, as well as to be informed of various information about how your data is being used;
• The right to have any inaccuracies in your data corrected, which may include the right to have any incomplete data completed;
• The right to have your personal data erased in certain circumstances; The right to have the processing of your data suspended, for example if you want us to establish the accuracy of the data we are processing.
• The right to receive a copy of data you have provided to us, and have that transmitted to another data controller (for example, another University or College).
• The right to object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.
• The right to object to the processing of your information if we are relying on a “legitimate interest” for the processing or where the processing is necessary for the performance of a task carried out in the public interest.
• The right to object to any automated decision-making about you which produces legal effects or otherwise significantly affects you. Where the lawful basis for processing your data is consent, you have the right to withdraw your consent at any time. This will not affect the validity of any lawful processing of your data up until the time when you withdrew your consent. You may withdraw your consent by contacting the College Data Protection Officer at [email protected].

Cookies used by Brasenose College on our websites

All of our webpages use “cookies”. Cookies are small text files that are placed on your computer by the websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Different types of cookies have different purposes and operate for different amounts of time.

• Session cookies are stored in temporary files on your device and are erased form your device when you close your browser. Session cookies allow websites to link the actions of a website visitor during single browser session, so that any page changes or selections are remembered as you move form page to page. For example, session cookies will make sure items you put into virtual ‘shopping baskets’ are transferred to ‘checkout’, or keep you logged in as you move within private sections of a website.
• Persistent cookies are stored on your device between browser sessions, either for a long term or time-limited period. They are only deleted when they either ’expire’ or when you or your browser delete cookies from your device. Persistent cookies are used so that a website ‘remembers’ inputs and settings, including recalling log on data so that you do not have to log in again when you next visit.. Persistent cookies may also recall which areas of a website interested you, in order to help you access those areas more easily in the future. They may also be used to collect data about your interests, choices, and other organisations and websites that you visit, in order to create a profile enabling marketing materials to be appropriately targeted.
• Third party cookies are cookies that are set by a domain other than the one being visited by the user. For details of any third party cookies we include in our domain, please consult the table below.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

The table below explains the cookies we use and why.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout. 

Changes to our Cookie Statement

Any changes we may make to our Cookie Statement in the future will be posted on this page.

Version control: V.1.2 (May 2018)