Zoom Privacy Notices for Guests and External Speakers
Registering our events
We will use the Eventbrite ticketing platform for registration of our events and screenings. You can find the terms and conditions of Eventrite here which differ from Oxford Brookes terms and conditions. When registering with Eventbrite please read Eventbrite’s T&Cs and privacy policy carefully about whether or not to subscribe to any additional Eventbrite marketing, please be aware that they are an external company their privacy policy will be different to Brookes (see below).
Why do we need your data?
You are a Guest, or you have been invited to speak at a lecture or other event that will be delivered and / or recorded via the Zoom video conferencing platform.
You are an attendee at our online event that we may record via the Zoom video conferencing platform whose terms and conditions can be found here. Our event recordings are either recorded in webinar, speaker view or gallery view format.
Oxford Brookes University (‘Brookes’) will be the Data Controller of any personal data that you supply. This means that Brookes will, in accordance with UK law, make the decisions on how your data is used and for what reasons.
Brookes’ legal basis for collecting this data
Under the UK Data Protection Act, data controllers such as Brookes must inform data subjects (those individuals whose personal data we hold) of the legal basis for collecting it.
In this instance:
The specific relevant lawful basis (provided above) that applies will depend on the reason for the session.
If you are sharing Special Category personal data with Brookes it is lawful for this data to be processed because one of the following processing grounds applies
Under the UK Data Protection Act, certain information (e.g. 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) is afforded greater protection and data controllers must provide data subjects with the legal basis for processing it.
In this instance:
The specific relevant lawful basis (provided above) that applies will depend on the reason for the session.
What types of personal data will Oxford Brookes University use?)
The data that you could share with Brookes will include your image and the content of any discussion or information provided during the session.
Who will Oxford Brookes share your data with?
Brookes may lawfully share data with third parties providing its use is fair and transparent. In this instance your personal data may be shared with:
Will your data be transferred outside the European Economic Area (EEA)?
Yes, please see the respective Privacy Notices above for further information on where your data could be transferred to outside the EU and EEA.
It is predicted that the UK will be outside the immediate jurisdiction of the EU and EEA from 31 December 2020 when the withdrawal period is over; all processing will be outside the EEA.
What rights do you have regarding your personal data that is held by Brookes?
The UK Data Protection Act affords data subjects with a number of rights in relation to the personal data they provide to data controllers such as Brookes. These rights are:
Please note that the rights which you have regarding your personal data may depend on the legal basis for processing which applies to it.
What was the source of your data?
This will depend on the reason for the Zoom session. It may be that any personal information comes from you, or another party to any discussion, or that it is publicly available, or it has been provided by a third party.
Are there any consequences if you do not want to use Zoom or the associated platforms?
You will need to discuss that with whomever is arranging the session. It may be that using Zoom is the only way to engage with Oxford Brookes on this occasion.
Will there be any automated decision making using my data?
No, your personal data will not be used to make any automated decisions.
How long will Brookes keep your data?
Recordings will be typically stored for six months before being securely deleted. Under some circumstances (recorded material is required for resits or double-modules) your data will be stored for longer than six months but no longer than is necessary for the purposes for which it was provided.
For the Oxford Human Rights Festival events and meetings that are recorded will be retained indefinitely for archiving purposes.
Eventbrite ticket registration data collected will be retained for a long as is necessary and securely deleted afterwards.
Who can I contact if I have concerns?
In the first instance we recommend you contact the meeting or session organiser if you have a concern about a particular session. You can contact the Information Assurance Team via info.sec@brookes.ac.uk 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.
You can contact Oxford Brookes ‘Data Protection Officer via BrookesDPO@brookes.ac.uk. The Data Protection Officer ensures that Data Protection provisions are applied lawfully in Oxford Brookes.
You can contact the information Commissioner via the website ICO.org.uk if you wish to contact the national regulator of Data Protection or Freedom of Information matters.
If you would like to unsubscribe or would like to contact Oxford Human Rights Festival please contact OxHRF@brookes.ac.uk
Registering our events
We will use the Eventbrite ticketing platform for registration of our events and screenings. You can find the terms and conditions of Eventrite here which differ from Oxford Brookes terms and conditions. When registering with Eventbrite please read Eventbrite’s T&Cs and privacy policy carefully about whether or not to subscribe to any additional Eventbrite marketing, please be aware that they are an external company their privacy policy will be different to Brookes (see below).
Why do we need your data?
You are a Guest, or you have been invited to speak at a lecture or other event that will be delivered and / or recorded via the Zoom video conferencing platform.
You are an attendee at our online event that we may record via the Zoom video conferencing platform whose terms and conditions can be found here. Our event recordings are either recorded in webinar, speaker view or gallery view format.
Oxford Brookes University (‘Brookes’) will be the Data Controller of any personal data that you supply. This means that Brookes will, in accordance with UK law, make the decisions on how your data is used and for what reasons.
Brookes’ legal basis for collecting this data
Under the UK Data Protection Act, data controllers such as Brookes must inform data subjects (those individuals whose personal data we hold) of the legal basis for collecting it.
In this instance:
- Brookes has contracted with you to engage with us, your audience and /or our students; or
- you are contributing to the core business of Brookes (teaching etc.) (the processing ground being “public task”)
- It is in your legitimate interests, or those of Brookes, our students or your audience for you to share this information this way
The specific relevant lawful basis (provided above) that applies will depend on the reason for the session.
If you are sharing Special Category personal data with Brookes it is lawful for this data to be processed because one of the following processing grounds applies
Under the UK Data Protection Act, certain information (e.g. 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) is afforded greater protection and data controllers must provide data subjects with the legal basis for processing it.
In this instance:
- You consent to share this information (usually this is written consent - occasionally it may be recorded).
- This information is already made public (lawfully)
The specific relevant lawful basis (provided above) that applies will depend on the reason for the session.
What types of personal data will Oxford Brookes University use?)
The data that you could share with Brookes will include your image and the content of any discussion or information provided during the session.
Who will Oxford Brookes share your data with?
- You should be advised before you start the Zoom session who will be present
- Those people attending the session will have access to the information shared
- It may be shared with others where necessary, further information should be available from your Brookes contact.
Brookes may lawfully share data with third parties providing its use is fair and transparent. In this instance your personal data may be shared with:
- Zoom Inc. (for video conferencing services; Privacy Notice here)
- Panopto (for management of recorded media; Privacy Notice here)
- Google Inc. (Transcripts and other recordings may be shared and stored via Google drive; Privacy Notice here).
- YouTube (for the publishing of recorded content). Privacy notice here)
- Eventbrite - signing up for an event through Evenbrite you agree to their terms and conditions. Privacy Notice here.
Will your data be transferred outside the European Economic Area (EEA)?
Yes, please see the respective Privacy Notices above for further information on where your data could be transferred to outside the EU and EEA.
It is predicted that the UK will be outside the immediate jurisdiction of the EU and EEA from 31 December 2020 when the withdrawal period is over; all processing will be outside the EEA.
What rights do you have regarding your personal data that is held by Brookes?
The UK Data Protection Act affords data subjects with a number of rights in relation to the personal data they provide to data controllers such as Brookes. These rights are:
- 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.
Please note that the rights which you have regarding your personal data may depend on the legal basis for processing which applies to it.
What was the source of your data?
This will depend on the reason for the Zoom session. It may be that any personal information comes from you, or another party to any discussion, or that it is publicly available, or it has been provided by a third party.
Are there any consequences if you do not want to use Zoom or the associated platforms?
You will need to discuss that with whomever is arranging the session. It may be that using Zoom is the only way to engage with Oxford Brookes on this occasion.
Will there be any automated decision making using my data?
No, your personal data will not be used to make any automated decisions.
How long will Brookes keep your data?
Recordings will be typically stored for six months before being securely deleted. Under some circumstances (recorded material is required for resits or double-modules) your data will be stored for longer than six months but no longer than is necessary for the purposes for which it was provided.
For the Oxford Human Rights Festival events and meetings that are recorded will be retained indefinitely for archiving purposes.
Eventbrite ticket registration data collected will be retained for a long as is necessary and securely deleted afterwards.
Who can I contact if I have concerns?
In the first instance we recommend you contact the meeting or session organiser if you have a concern about a particular session. You can contact the Information Assurance Team via info.sec@brookes.ac.uk 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.
You can contact Oxford Brookes ‘Data Protection Officer via BrookesDPO@brookes.ac.uk. The Data Protection Officer ensures that Data Protection provisions are applied lawfully in Oxford Brookes.
You can contact the information Commissioner via the website ICO.org.uk if you wish to contact the national regulator of Data Protection or Freedom of Information matters.
If you would like to unsubscribe or would like to contact Oxford Human Rights Festival please contact OxHRF@brookes.ac.uk
