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Student Personal Data
Oxford Brookes University is the Data Controller of any personal data that you provide or we obtain with regard to your studies. This means that we will make decisions on how your data is used and for what reasons.
This purpose of this privacy notice is twofold:
While as comprehensive as possible this notice may not answer all your queries or concerns, if you require further information please contact the University's Information Management Team on 01865 485420 or email BrookesDPO@brookes.ac.uk.
The majority of the personal data we hold about you is directly related to the administration of your studies with Oxford Brookes, this includes your use of associated services such as IT, libraries and other facilities.
Oxford Brookes will also use your personal data for management purposes and working to improve the student experience as well as complying with our legal obligations, for instance Oxford Brookes is required by law to provide limited personal data
to external bodies such as
Higher Education Statistics Agency (HESA)
and the Office for Students (OFS, previously known as the Higher Education Funding Council for England or ‘HEFCE’).
Oxford Brookes will need to know if you have a disability, special need or medical condition so that we know if you require additional support or special facilities. We also record information on ethnic origin and other protected characteristics
to monitor equal opportunities.
Below we provide more detail on the different purposes your personal data is used for and any third parties this data is shared with.
UK Data Protection law requires us to determine a relevant legal basis for each data processing activity we undertake with your personal data, one example of a data processing activity we undertake is the sharing of personal data with statutory
bodies such as HESA described above.
These ‘lawful bases for processing’ are defined by UK data protection law and include:
In situations where the personal data is defined as sensitive or special category data (for example ethnicity, criminal conviction information and health or medical data) we must select one of the following lawful bases in order to process it:
In the ‘How are you using my data and who is it shared with” section below we provide details of the different processing activities undertaken by Oxford Brookes together with their associated lawful basis.
Most of the personal data we process will have been collected directly from you; either at enrolment or as and when you use University services such as IT, libraries or sports centres.
We may also receive personal data from third parties such as UCAS, associate colleges or the Student Loans Company. Where we receive such information we always ensure that the party supplying it can lawfully share it with us.
If you applied to Oxford Brookes though UCAS we receive the following data from them:
Most personal data processed by Oxford Brookes is directly related to the administration of your studies, this includes your use of associated services such as IT, libraries and other facilities. While many processing activities are conducted
within Oxford Brookes we use a number of third party providers to support our day to day activities, from IT providers to our security contractors.
A full list of third parties that we may share your personal data with.
The table below lists the main purposes for which we will process your personal data together with the associated lawful basis for processing.
Providing student support services including:
- Disability and learning support services
- Careers and employment advice and services
- Health and wellbeing services
- Brookes Medical centre
Necessary for the provision of a contract
Additional information will be processed with your consent
Where not explicit above, Oxford Brookes may also share your date with the following third parties:
Yes, in some instances your personal data will be shared with third parties outside of the EEA, for example North America and Australia. Oxford Brookes will only transfer your personal data outside of the EEA when one of the following conditions
have been met:
The right to object to Oxford Brookes University using your data - please contact the Information Management team if you believe your personal data is being used unlawfully or you have reason particular to your personal situation why we should not
be processing it.
Yes, in many cases we will not be able to meet our commitments to you if we do not collect and store your personal data.
In a situation where your explicit consent is required we will make clear the specific consequence of not providing your data.
Oxford Brookes will only retain personal data for as long as necessary to:
Your personal data will be securely deleted once either of these conditions no longer apply. For more information on retention periods (the exact length of time Brookes retains each category of personal information) please refer to the
University record retention schedule
or contact the Information Management team.
Please contact the IT Services Information Management team.
Postal Address: Information Management Team, IT Services, Room 2.12, Gibbs Building, Headington Campus, Headington, Oxford, OX3 0BP
01865 485420 (office hours are 0900 to 1700, Monday to Friday).
The ICO is the UK's independent authority set up to uphold information rights in the public interest, promoting openness by public bodies and data privacy for individuals. While we recommend that you raise any concerns or queries with us first you
have the rights to complain to the ICO directly if you believe Oxford Brookes is using your personal data unlawfully.
www.ico.org.uk for information on how to make a complaint or would like independent and impartial guidance on data protection and privacy.