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Privacy Notice for Health and Life Science Online Portal
Oxford Brookes University

Oxford Brookes University will be the Data Controller of any personal data that you supply.

Why do we need your data?
We need the information we ask for so that:

  • you can register your details with us
  • we can create reports which we share with your employer to facilitate their funding of your course, when you apply for employer’s funding. (Your employer will not be contacted if you are self-funding)
  • you can make an application for a module or course
  • a student record can be created if your application is successful
  • we hold a record of your application even if you are not successful this time
  • we have information about you if you defer your entry to the module or course

Oxford Brookes’ legal basis for collecting this data is:

  • Oxford Brookes needs to use this information to enter into a contract with you, your employer or maintain an existing one
  • Oxford Brookes may use this information for statistical purposes, in accordance with public task, your legitimate interests or to perform a legal obligation. The ground will depend on the reason the statistics are being analysed

If Oxford Brookes asks you for special Category Data such as; racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, data concerning health or sexual life, genetic/biometric data or criminal records OBU will use these data because:

  • You have given Oxford Brookes explicit consent to do so
  • OBU need to use this data for employment, social security or social protection law, or a collective agreement
  • OBU need to use this data to protect you or others from the risk of harm where consent cannot be given
  • OBU will use personal data which you have knowingly made public
  • OBU need to use this data for legal purposes
  • OBU need to use this data to assess, diagnose, administrate and offer services for workplace health and wellbeing services
  • OBU needs to use this data for public health where there is public interest such as infection control and ensuring high standards of medical care or delivery
  • OBU needs to use this data for scientific or research purposes

What types of personal data will Oxford Brookes University use in addition to the application details course details

  • Name
  • Contact details
  • Area of residence
  • Country of domicile
  • Country of birth
  • Date of birth
  • Nationality
  • Gender
  • Academic history
  • Current employment
  • Professional details
  • Criminal convictions
  • References
  • Funding details

Who will OBU share your data with?
The information can be shared within the University, with your employer (if funding), your regulatory Body. Oxford Brookes - the Student Record System (Banner) and Google Drive

Will OBU transfer my data outside of the EEA?
Yes – Google Drive stores information overseas

You may have the following rights regarding the data you have given to Oxford Brookes. It depends on the legal ground for processing

  • 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
  • The right to object to OBU using your data
  • You have rights in relation to using your data automated decision making and profiling

Where did Oxford Brookes source my data from?
The Data which Brookes holds comes from your application form that you have completed online.

Are there any consequences of not providing the requested data?
We need this information to process your application

Will there be any automated decision making using my data?
No

How long will Oxford Brookes keep your data?
We will keep the information we hold about you in accordance with Oxford Brookes University’s retention schedule. Prior to your enrolment you will be asked to accept the terms and conditions of the main Oxford Brookes Privacy Notice

Who can I contact if I have concerns about Data Protection?
You can contact the Information Management team.
Postal Address: GDPR Queries, Information Management Team, IT Services, Room 2.12, Gibbs Building, Headington Campus, Gipsy Lane, Oxford, OX3 0BP.
Email: info.sec@brookes.ac.uk
Tel: 01865 485420
You can contact the independent Data Protection Officer at Brookes DPO@Brookes.ac.uk.
You can contact the Regulator ICO ico.org

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