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Appendix - Collecting consents and developing email lists on DARS

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Appendix 1: Template text to be used for collecting consent when a new alumni email address is added to DARS and the general consent Attribute has not been added

The following flowchart demonstrates the process for collecting consent for email addresses added to the system from July 2012 onwards.


”Flow diagram illustrating the process to follow in order to collect consent.”


Version 1A: Email for alumni who were matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is not a Live College Participant on DARS, where a primary email address has been added to the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the University Alumni Office:


Subject: Permission to use your email address


Dear <informal salutation>,


This message contains important information about how the University communicates with you and requires you to respond to continue to hear from us via email.


We have recently added a new email address to your record and we would like to continue to communicate with you about opportunities to stay involved with Oxford, including by email.


In order to use this email address and fulfil our commitment to using your data only in accordance with your stated wishes, we ask if you can follow this link www.alumni.ox.ac.uk/consent, reply to this email with the message ‘Permission to use my email address’ or register for the alumni website at www.alumni.ox.ac.uk/register.


For example, we would like to send you our monthly e-newsletter, e-Pidge, which brings you news from across the University, as well as updates on Oxford’s alumni events and activities. In addition, there are different email lists you can join to be kept informed about specific areas/activities of interest to you. Please see www.alumni.ox.ac.uk/mailing-lists for more details. You can, of course, contact us at any time if your details change or if you wish to add to or remove from the list of communications sent to you. Contact your college or department/faculty directly to find out what email communications they provide.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


If we do not hear from you within 28 days, we will send you a reminder email. If we have still not heard back from you within another 10 days, we will mark your email address as ‘do not use’ on DARS until further notice.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


The University Alumni Office


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/data_protection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.



Version 1B: Email for alumni who were matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is a Live College Participant on DARS, where a primary email address has been added to the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the applicable Relationship Manager College:


Subject: Permission to use your email address


Dear <informal salutation>,


This message contains important information about how the collegiate University communicates with you and requires you to respond to continue to hear from us via email.


We have recently added a new email address to your record and we would like to continue to communicate with you about opportunities to stay involved with Oxford, including by email.


In order to use this email address and fulfil our commitment to using our data only in accordance with your stated wishes, we ask if you can follow this link <College link to collected consent page or www.alumni.ox.ac.uk/consent> reply to this email with the message ‘Permission to use my email address’ or register for the alumni website at www.alumni.ox.ac.uk/register. You can find out more at [College or University URL link to information about registering]


For example, we would like to send you [College example(s) of email communications, e.g. occasional email notifications about some of the exciting initiatives and events happening at and around St Peter’s College] and also to send you the University’s monthly e-newsletter, e-Pidge. In addition, there are different email lists you can join to be kept informed about specific areas/activities of interest to you. Full details of our current mailing lists are available at [College website link] and University mailing lists can be found at www.alumni.ox.ac.uk/mailing-lists. You can of course, contact us at any time if your details change or if you wish to add to or remove from the list of communications sent to you.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


If we do not hear from you within 28 days, we will send you a reminder email. If we have still not heard back from you within another 10 days, we will mark your email address as ‘do not use’ on DARS until further notice.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[St Peter’s College Development Office]


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


''Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.




Version 1C: Email for those who were not matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is not a Live College Participant on DARS, where a primary email address has been added to the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the University Alumni Office, the University Development Office or any other department within the University:


Subject: Permission to use your email address


Dear <informal salutation>,


This message contains important information about how the collegiate University communicates with you and requires you to respond to continue to hear from us via email.


We have recently added a new email address to your record and we would like to continue to communicate with you about opportunities to stay involved with Oxford, including by email.


In order to use this email address and fulfil our commitment to using our data only in accordance with your stated wishes, we ask if you can reply to this email with the message ‘Permission to use my email address’.


We would like to keep you informed about opportunities to stay involved with Oxford, including by email. For example, we would like to send you our monthly e-newsletter, e-Pidge, which brings you news from across the University, as well as updates on Oxford’s events and activities. Please contact [PERSON] on [CONTACT DETAILS] directly if you would like to find out what email communications are provided.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


If we do not hear from you within 28 days, we will send you a reminder email. If we have still not heard back from you within another 10 days, we will mark your email address as ‘do not use’ on DARS until further notice.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[SENDER]


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.


Version 1D: Email for those who were not matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is a Live College Participant on DARS, where a primary email address has been added to the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the applicable College Relationship Manager:


Subject: Permission to use your email address


Dear <informal salutation>,


We have recently added a new email address to your record and we would like to continue to communicate with you about opportunities to stay involved with Oxford, including by email.


In order to use this email address and fulfil our commitment to using our data only in accordance with your stated wishes, we ask if you can reply to this email with the message ‘Permission to use my email address’ or register for our alumni website at [College or University link to registering]. You can find out more about registering at [College or University URL link to information about registering]


We would like to continue to communicate with you about opportunities to stay involved with the collegiate University, including by email. For example, we would like to send you [College example(s) of email communications, e.g. occasional email notifications about some of the exciting initiatives and events happening at and around [X] College] and also to send you the University’s monthly e-newsletter, e-Pidge. Please contact [PERSON] on [CONTACT DETAILS] directly if you would like to find out what email communications are provided.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


If we do not hear from you within 28 days, we will send you a reminder email. If we have still not heard back from you within another 10 days, we will mark your email address as ‘do not use’ on DARS until further notice.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[St Peter’s College Development Office]


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.


Appendix 2: Template text for collecting consent for existing email addresses on DARS (pre-July 2012) where the general consent Attribute has not been added

The following flow chart demonstrates the actions required for the project to collect general consent for marketing from constituents on DARS pre-July 2012.


”Flow chart showing the process followed to colleacr general consent pre-July 2012.”


Version 2A: Email for alumni who were matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is not a Live College Participant on DARS, where a primary email address already exists on the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the University Alumni Office:


Subject: Your email address and Oxford University


Dear <informal salutation>,


This message contains important information about how the University communicates with you.


This email address is held on the University’s Development and Alumni Relations System (DARS) and we want to ensure that we continue to communicate with you fully in accordance with your wishes. We would like to use this email address to send you news of Oxford and its activities, including information about our alumni relations and development programmes. We would encourage you to consider subscribing to one of our specific mailing lists to receive regular, scheduled news and information, which you can do via our website at www.alumni.ox.ac.uk/mailing-lists.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


WHAT YOU NEED TO DO NOW:

Specifically with regard to this email address:

1) if you are happy for us to continue to use your email address and our email software for these purposes:

a) follow this link www.alumni.ox.ac.uk/consent>
OR
b) reply to this email with the message ‘Permission to use my email address’
OR
c) register for our website at www.alumni.ox.ac.uk/register and go to the ‘My Communications’ area of your profile to choose what sorts of information you want to receive


2) If you would prefer us not to use this email address, please let us know by replying to this message.


If we do not hear from you within 28 days, we will send you a reminder email. If we still do not hear from you we may be unable to send you some communications about news, events, and offers which may be of interest to you.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


The University Alumni Office


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.




Version 2B: Email for alumni who were matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is a Live College Participant on DARS, where a primary email address already exists on the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the applicable Relationship Manager College:


Subject: Your email address and Oxford University


Dear <informal salutation>,


This message contains important information about how the collegiate University communicates with you.


This email address is held on the Oxford’s Development and Alumni Relations System (DARS) for you and we want to ensure that we continue to communicate with you fully in accordance with your wishes. Further details about DARS are below.


You may already receive [College example(s) of email communications, e.g. occasional email notifications about some of the exciting initiatives and events happening at and around St Peter’s College] and also the monthly University e-newsletter, e-Pidge. In addition, there are different email lists you can join to be kept informed about specific areas/activities of interest to you. Full details of our current mailing lists are available at [College website link] and University mailing lists can be found at www.alumni.ox.ac.uk/mailing-lists. You can of course, contact us at any time if your details change or if you wish to add to or remove from the list of communications sent to you.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


WHAT YOU NEED TO DO NOW:

Specifically with regard to this email address:


  1. if you are happy for us to continue to use your email address and our email software for these purposes:
    1. follow this link <College url for collected consent page or www.alumni.ox.ac.uk/consent> OR
    2. reply to this email with the message ‘Permission to use my email address’ OR
    3. register for [our website/the University’s website and include College or University URL link] and go to the ‘My Communications’ area of your profile to choose what sorts of information you want to receive
  2. If you would prefer us not to use this email address, please let us know by replying to this message

If we do not hear from you within 28 days, we will send you a reminder email. If we still do not hear from you we may be unable to send you some communications about news, events, and offers which may be of interest to you.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[St Peter’s College Development Office]


DARS and your data


''We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.


Version 2C: Email for those who were not matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is not a Live College Participant on DARS, where a primary email address already exists on the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the University Alumni Office, the University Development Office or any other department within the University:


Subject: Your email address and Oxford University


Dear <informal salutation>,


This message contains important information about how the University communicates with you.


This email address is held on the University’s Development and Alumni Relations System (DARS) for you and we want to ensure that we continue to communicate with you fully in accordance with your wishes. Further details about DARS are below.


We would like to keep you informed about opportunities to stay involved with Oxford, including by email. For example, we would like to send you our monthly e-newsletter, e-Pidge, which brings you news from across the University, as well as updates on Oxford’s events and activities. Please contact [PERSON] on [CONTACT DETAILS] directly if you would like to find out what email communications are provided.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


Specifically with regard to this new email address, if you are happy for us to use it for these purposes, please reply to this email with the message ‘Permission to use my email address’.


If we do not hear from you within 28 days, we will send you a reminder email. If we still do not hear from you we may be unable to send you some communications about news, events, and offers which may be of interest to you.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[SENDER]


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.



Version 2D: Email for those who were not matriculated undergraduate or graduate students of the University of Oxford and whose Relationship Manager is a Live College Participant on DARS, where a primary email address already exists on the System (and they do not have active Solicit Code blocks on their record which would prevent email contact by us) but no ‘Collected consent for email marketing’ Attribute has been applied. To be sent by the applicable College Relationship Manager:


Subject: Your email address and Oxford University


Dear <informal salutation>,


This message contains important information about how the University communicates with you.


This email address is held on the University’s Development and Alumni Relations System (DARS) for you and we want to ensure that we continue to communicate with you fully in accordance with your wishes. (Please see ‘DARS and your data’ below.)


We would like to continue to communicate with you about opportunities to stay involved with the collegiate University, including by email. For example, we would like to send you [College example(s) of email communications, e.g. occasional email notifications about some of the exciting initiatives and events happening at and around [X] College] and also to send you the University’s monthly e-newsletter, e-Pidge. Please contact [PERSON] on [CONTACT DETAILS] directly if you would like to find out what email communications are provided.


We also wanted to make you aware that we use monitoring tools on emails we send out to you to improve our communications. In order to do this, our email software records when an email we have sent is opened by the recipient and/or how many links within the message are clicked. The data from this monitoring are generally used in an aggregated (and anonymised) form to optimise future emails and we may use it to investigate reported problems/answer questions.


Specifically with regard to this new email address, if you are happy for us to use it for these purposes, please reply to this email with the message ‘Permission to use my email address’.


If we do not hear from you within 28 days, we will send you a reminder email. If we still do not hear from you we may be unable to send you some communications about news, events, and offers which may be of interest to you.


Your email address will never be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University and its Participants.


With very best wishes,


[St Peter’s College Development Office]


DARS and your data


We want to ensure that we keep the details we hold about you up to date and communicate with you fully in accordance with your wishes. Your data will continue to be used for the purposes of communication and marketing activities by post, e-mail, telephone, fax or text message, unless you indicate otherwise. We use tools to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form. If at any time your details change or you wish to add to or remove from the list of communications sent to you then please contact us.


Your data are held securely in the University’s shared Development and Alumni Relations System (DARS), which will help ensure your details are up to date and improve our communications with you. The data may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, sports and other entities associated with the University, and agents contracted by the University in that capacity.


Full details on how your data are held and used are set out in our Data Protection Statement at www.alumni.ox.ac.uk/dataprotection or you can request a hard copy from the address below. Some sensitive personal data may be held in DARS. If at any time you have any queries about the use of your personal data in DARS, or wish to change the fact of, or extent of, use of your personal data, please contact the Database Team, quoting your alumni number (if you have one), at: (post) University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; (email) database@devoff.ox.ac.uk; (tel) +44 (0)1865 611600.


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