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DARS Data Protection Abridged Wording for Communications

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Author(s): Dan Keyworth (Head of DARS) Editor: Martin McGovern

Preface

This article will be updated on a regular basis. Updates may be required in response to updates to DARS or changes to business processes or errors.

Ensure you are familiar with the Data Protection laws before adding data to records in DARS. Refer to DARSWiki FurtherHelp for further information and relevant links.

Please think twice before printing this article. If a printed copy is necessary, ensure it is printed double-sided and always recycle old versions.

Content Last Modified: 03 March 2015

Introduction

This document provides the template wording which we must incorporate within all collegiate University communications we send to Data Subjects whose personal data is held on DARS. This is necessary to comply with the UK Data Protection Act (1998).

Our obligations

The wording must be used by all Participants using DARS (the Development Office, Alumni Office, Events Office, international offices, Colleges, Permanent Private Halls, departments, recognised alumni societies, sports and other entities).


Participants may insert their own details in the highlighted sections – i.e. appropriate equivalent Urls to their own website, contact details for their own Office, etc. The wording may be incorporated as part of a stationary letter template, e.g. for thank you letters; it may also be incorporated as part of an email footer, e.g. for general email correspondence. It is therefore recommended that teams update their stationary letter templates and email footers with this wording as soon as is feasible.


The required wording is also available in the DARS Rules for Participation. Contact the Head of DARS with any queries or for further information, or if you are planning to communicate with your constituents via text message.


Contact Update and Reply Forms

All contactable constituents on DARS should receive a contact update form at least annually, unless they have requested not to. Wherever possible these forms should be pre-populated with the data currently held. Any contact update or reply form inviting Data Subjects to update the details held about them (for example as sent to Oxford Today recipients) should incorporate the below wording:

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.alumniweb.ox.ac.uk/oao/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 Card 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.


Other Mail Communications

In respect of all other mail and fax communications we send out, if space permits we must use the following statement:

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 help to 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.alumniweb.ox.ac.uk/oao/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, or no longer wish to receive a specific communication, please contact the Database Team, quoting your Alumni Card number (if you have one), at: Development Office, University Offices, Wellington Square, Oxford OX1 2JD, United Kingdom; database@devoff.ox.ac.uk.


Where space is limited we must use the following statement (ensuring that an address is provided):

Your data are held securely in the collegiate University’s shared Development and Alumni Relations System (DARS). Full details on how your data are held and used are set out in our Data Protection Statement at www.alumniweb.ox.ac.uk/oao/dataprotection or you can request a hard copy from us. Some sensitive personal data may be held in DARS. If at any time you wish to change the fact of, or extent of, use of your personal data, or no longer wish to receive a specific communication, please contact us.


Other Email Communications

In respect of all other email communications we send out, for general emails not attaching a publication we must use the following statement:

Please see www.alumniweb.ox.ac.uk/oao/dataprotection for information on the way in which your personal data are held and used in DARS. If you no longer wish to be contacted by the University by email, or wish to alter the way your data are held and used, please send a suitably worded email to database@devoff.ox.ac.uk.


For emails attaching a publication, we must use the following statement (inserting the name of the specific publication it relates to, so as to make clear that the Data Subject may opt
out of receiving it):

Please see www.alumniweb.ox.ac.uk/oao/dataprotection for information on the way in which your personal data are held and used in DARS. If you no longer wish to be contacted by the University by email, or wish to alter the way your data are held and used, or no longer wish to receive e-Pidge, our monthly Alumni e-bulletin, please send a suitably worded email to database@devoff.ox.ac.uk.

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