Privacy notice

Graduation ceremonies

Oxford Brookes University (Oxford Brookes) will be the Data Controller of any Personal Data that you provide us. This means that Oxford Brookes will make the decisions on how your personal information is used and for what reasons. 

This privacy notice sets out what happens to information collected from those who attend the graduation ceremonies. The privacy notice is to inform a student, their family, friends or another guest, Oxford Brookes Colleagues, guest speakers or attendees on how their personal data will be managed by the university.  

Why do we need your information?

Students who register to attend graduation ceremonies, names are forwarded to Campus Clothing for the purposes of named merchandise available on their website and on the day of graduation.  Students can opt out of this by emailing before the close of their respective registration closing date.

All ceremonies are live streamed to the University website, on screens around campus and ceremony venue, and via social media at the time of the ceremony.

If you graduate in person your name and award title will be read out at the ceremony immediately prior to you walking across the stage. 

Your photograph may be taken at the point that you receive your award and you may be filmed  more generally, along with your guests.

The University’s official photographer(s) may take crowd shots (which may include you and your guests and others) at all venues and graduation receptions.

For individual or smaller group shots off stage the photographer would seek your CONSENT before taking the photograph. You should advise the photographer before any photograph is taken if you do not wish to be photographed. 

Information relating to disability, access needs and special arrangements will only be used to facilitate  attendance at  ceremonies.

Other photographs and films

It is likely that family, friends and others will be recording and taking photographs on what is a special day for personal use. Television companies or reporters could interview honorary graduates etc or film the event generally.

Oxford Brookes is not the Data Controller of those images or recordings.  If you do not wish to appear in other photos/ films on television, or a report then we recommend that you maintain your distance from any filming or interviewing that may take place and let those involved with recording know if you think you may be in view.

Brookes legal basis for collecting and / or using this Personal Data (information) which is your name or information which identifies you is:

It is considered to be a legitimate interest to film.

Note images from the event may appear later in any promotional materials, in printed or electronic format, including the University website, press, social media, multimedia productions, course leaflets or prospectuses. Any pictures or recordings could be used for research

Will your data be shared, transferred or stored outside the UK?

Oxford Brookes will not share your information outside of the UK in this context; the companies involved may do so and you can look at their privacy notices below to find this information out.

The merchandising supplier is Campus Clothing whose privacy notice can be found here.  

The film itself will be made by First Sight Media Ltd whose privacy notice can be found here.

Oxford Brookes University will store digital and hard copies.   

  • You have the right to be informed
  • You have the right of access to your data
  • You have the right to correct data if it is wrong
  • You have the right to ask for your data to be deleted
  • You have the right to restrict use of the data we hold
  • You have the right to data portability
  • You have the right to object to Oxford Brookes University using your data
  • You have rights in relation to using your data automated decision making and profiling.

What rights can you have regarding your personal data which Oxford Brookes holds?

Your rights will depend on the legal ground used to process your data. However,  it would not be possible to remove your image after recording or streaming as a matter of practicality

What was the source of your data?

The film or photograph.

Are there any consequences if you refuse this processing?

Please let the University know by emailing If you or any of your party do not wish to be filmed and every effort will be made to accommodate your wish.

Will there be any automated decision making using my data?


How long will Oxford Brookes keep the film?

The film will be kept indefinitely by Oxford Brookes University because it may be of interest to future generations. 

The Company filming will keep their copies of any film or photos for as long as specified on their website.

Whom can you contact if you have concerns?

You can contact: the Information Security Management Team via if you have a concern about Data Protection matters or if you want to exercise your rights under Data Protection or Freedom of Information law; Oxford Brookes‘ Data Protection Officer via who ensures that Data Protection provisions are applied lawfully in Oxford Brookes; the information Commissioner via the website who is the national regulator for Data Protection or Freedom of Information matters.