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Privacy Policy

A   Privacy policy - website

www.tcsocc.uk  and the linked competition website at https://challenge.tcsocc.uk  (collectively “this site”) are operated by the University of Oxford. We are committed to protecting the privacy and security of your personal information (“personal data”).

This policy (together with our terms of use, and any other documents referred to in it) describes how we collect and use your personal data during your use of our site, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation.

B   Who is using your personal data?

The University of Oxford1  is the “data controller" for the information that you provide to us when visiting this website. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.

Access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with the operation of this website. It will also be shared with the third parties described in Section F.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.

By visiting our site you are accepting and consenting to the practices described in this policy.

C   Glossary

Where we refer in this policy to your “personal data”, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).

Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention.

D   Types of data we collect

The competition website https://challenge.tcsocc.uk will require teachers who wish to register to give their names and schools, and to specify the name and (optionally) the gender of each competing student.  We will collect the vast majority of data about you when you provide that information to us, for example when you register to use our site, correspond with us by phone, e-mail or otherwise enter the competition/challenge, and when you report a problem with our site.

When you visit our site we may also automatically collect technical information about your visit from your computer, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.

E   How we use your data

We process your data for one or more of the following reasons - only as necessary for us to meet our obligations to you or to take steps requested by you for the purpose of your participation in the TCS Oxford Computing Challenge, and because it is necessary for our legitimate interest, these being known as our legal bases for processing:

Name and school information provided to us will be used only for the purposes of the competition and follow-up activities (e.g. further rounds of the competition, invitations to participate in prize givings or related outreach events).  Relevant invitations will be issued via teachers, and students will never be contacted directly for such purposes.  

Gender information will be used only for anonymised statistical analysis of results.  The latter analysis may involve passing of performance and gender statistics (but not names) to our international partners.

We may publish students’ names in the Roll of Honour page of this website, but only after we have first asked the teachers of the students eligible to be featured on this page to seek and confirm the permission of those students.

We do not send you marketing or other types of communication by email except where you have specifically indicated that you consent to receive such communications. You can withdraw your consent with respect to such marketing at any time by contacting us per the contact details provided below.

We will only use your data for the purposes for which we collected it, unless otherwise required or permitted by law.

F   Sharing your data with third parties

We may share your data with third parties who provide services on our behalf, including without limitation Eljakim Information Technology BV and MailChimp (described in the next paragraphs).  All our third-party service providers 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.

The databases used for the administration of the student data, teacher data and the administration of the competition are stored on secure distributed servers in the Netherlands owned and managed by Eljakim Information Technology BV. Eljakim Information Technology BV holds a ISO 27001 certificate, no. NL 217.1.1 which demonstrates that an organisation has defined and put in place best-practice information security processes. More information can be found here: https://www.itgovernance.co.uk/iso27001-benefits.

Teachers' email addresses, first name and second name are added to a MailChimp mailing list group controlled by us, and by signing up, you agree that we may use MailChimp (and transfer your contact details to MailChimp) in this way. Emails sent out from this mailing list always have an unsubscribe link that, if clicked, automatically stop MailChimp from sending out mailings to this address again from this list. It also notifies the TCS Oxford Computing Challenge Administrator about this request who will then remove this teacher's details from the TCS Oxford Computing Challenge database.

We may also share your personal data with third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our site terms of use or to protect the rights, property or safety of our site, our users, and others.

Where your data is shared with third parties, we will seek to share the minimum amount necessary.

G   Where we store or use your data

We may store data collected by the website manually or electronically.  The data is stored on our secure servers and/or in accordance with Section F above.

There may be occasions when we transfer your data 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 MailChimp. Such transfers will only take place if one of the following applies:

Unfortunately, the transmission of information via the internet is not completely secure.  Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.  

H   Third party websites

Our site contains links to and from various third party websites.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to these websites.

I   Retaining your data

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

Minimal personal information relating to students will be retained while they are eligible to take part, to enable checking of results by the participants and to enable students to login in future years while of school age. All such information will be deleted and results will become inaccessible two years after a student participates as an Elite student (the 16 to 18 year old age category).

The publication of students names in the Roll of Honour page on this website without first asking permission from the teachers of the students. Any student wishing to be removed can, at a later date, be ask to be removed by getting their teacher to send an email to info@tcsocc.uk. (This is in line with our non-communication with students policy and avoids other students impersonating their friends for malicious purposes.)

Contact information for teachers may be retained to facilitate communication about future competitions.

Requests to have student or teacher data removed at any point should be communicated to info@tcsocc.uk by the school coordinator.

As explained previously, the publication of students’ names in the Roll of Honour page on this website does not take place without first asking the teachers of the students eligible to be featured on this page to seek and confirm the permission of those students. Any student wishing to be removed can, at a later date, ask to be removed by getting their teacher to send an email to info@tcsocc.uk. (This is in line with our non-communication with students policy and avoids other students impersonating their friends for malicious purposes.)

J   Cookies

Our site uses cookies to distinguish you from other users of our site. Cookies are small text files that are placed on your device by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.  Our website www.tcsocc.uk and the linked competition website at https://challenge.tcsocc.uk use only cookies that are strictly necessary for the operation of the service, e.g. to keep track of user sessions.  By using these websites you agree that we can place these types of cookies on your device.

K   Changes to this policy

Any changes we may make to our privacy policy in the future will be posted on this page.  Please check back frequently to see any updates or changes to our privacy policy.

L   Your rights

Under certain circumstances, by law you have the right to:

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.  However, where you have consented to the processing (for example, where you have asked us to contact you for marketing purposes) you can withdraw your consent at any time. 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 and you may no longer be able to use the site in the same way as you did before.

M   Contact

If you want to exercise any of the rights described above or wish to raise any queries or concerns in relation to our processing of your personal data, please contact either or both of the following:

Data Protection Officer
University Offices
Wellington Square
Oxford, OX1 2JD

Email:  data.protection@admin.ox.ac.uk with a copy to info@tcsocc.uk


1 The University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford

 

 

Policy last amended: 9th August 2018