Data Protection Notice - Photography, Filming and Audio Recording

By selecting that you give your consent to be photographed, filmed or voice recorded at Rhodes events, you confirm that the Rhodes Trust and any affiliated organisations can use your photo, film or voice recording for the following activities and purpose:
The ‘Activities’ - Posting online, storing, saving, uploading, copying, sharing on social media
The ‘Purpose’ - Use for printed and online materials for the Rhodes Trust (including publications, reports, promotional material, websites and social media) as well as adding it to their archive.

You confirm that the Rhodes Trust can:
• store copies of any photograph/recording for as long as necessary to fulfil the Purpose;
• store the photograph and your contact details in the photographic libraries and databases; and
• store your contact details on its databases for the purpose of contacting you if necessary.

1. The Rhodes Trust will process the photograph/recording and your contact details and any related personal data in accordance with the Data Protection Privacy Notice. 
2. This consent form is governed by and construed in accordance with English law and the Rhodes Trust and you submit to the exclusive jurisdiction of the English courts.

Data Protection Privacy Notice

How we use your data

We are processing your data for these purposes only because you have given us your consent to do so. You can withdraw your consent at any time by contacting us at the address set out below. In this event, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent.

We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose.

Who has access to your data?

Access to your data will be provided to those who need to view it as part of their work in carrying out the purposes described above. We may share your data with companies who provide services to us, such as for printing, web hosting, asset and social media management.

These companies are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions. We may also share your data with the following organisations for the reasons indicated: Alumni Associations & independent entities connected to the Trust to enhance the Scholar experience.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

Retaining your data

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.

Security

Your data will be held securely in accordance with the Rhodes Trust’s policies and procedures. Further information is available at www.rhodeshouse.ox.ac.uk/pages/personal-data

Where we store and use your data

We store and use your data on Rhodes Trust premises, in both a manual and electronic form. Electronic data may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”), for example, when we communicate with you using a cloud based service provider that operates outside the EEA such as Survey Monkey, MailChimp, Eventbrite, Wufoo, Facebook, Instagram, Twitter etc.

Such transfers will only take place if one of the following applies:

• the country receiving the data is considered by the EU to provide an adequate level of data protection;

• the organisation receiving the data is covered by an arrangement recognised by the EU as providing an adequate standard of data protection e.g. transfers to companies that are certified under the EU US Privacy Shield;

• the transfer is governed by approved contractual clauses;
• the transfer has your consent;
  
  
• the transfer is necessary for the performance of a contract with you or to take steps requested by you prior to entering into that contract; or

• the transfer is necessary for the performance of a contract with another person, which is in your interests.

Your rights

You have the right to:

• request access to your data (commonly known as a “subject access request”). This enables you to receive a copy of your data and to check that we are lawfully processing it.

• request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.

• request erasure of your data. This enables you to ask us to delete or remove your data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).

• object to the processing of your data, where we are processing it to meet our public tasks or legitimate interests (or the legitimate interests of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your data for direct marketing purposes.

• request that the processing of your data is restricted. This enables you to ask us to suspend the processing of your data, for example, if you want us to establish its accuracy or the reason for processing it.

• request the transfer of your data to another party

Further information on these rights is available from the Information Commissioner’s Office (https://ico.org.uk/for-organisations/guide-tothe-general-data-protection-regulation-gdpr/individual-rights). Depending on the circumstances and the nature of your request, it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop.

 

Contact

If you wish to raise any queries please contact:

Communications Office, Rhodes House, South Parks Road, Oxford