If you have any questions or concerns about your data, or would like to update your communication preferences, you can contact us.
The purpose of the Development and Alumni Relations System (“DARS”) is to provide a common source of data on all alumni, donors, students, staff and friends of the collegiate University. The long-term intention behind this shared resource is to improve mutual understanding, by enhancing the quality of our communication at all levels and developing a better appreciation of our relationship with you, and other alumni, donors and friends.
DARS may be used by colleges, faculties, departments, administrative units, international offices, recognised alumni societies, and sports and other entities associated with the University (known as “Participants”). The database will comprise data that have been collated by the University and each of the Participants. We hope that this will lead to your details being kept more up to date and that it will help improve our communications with you. For the purposes of the Data Protection Act 1998 (“the DPA”), the University and the applicable Participant(s) are joint “data controllers” of the personal data held in DARS.
Any personal data held about you in DARS will usually have been collected from you during the course of your relationship with the University and/or your College and/or one or more of the other Participants. Some of the data may also have been obtained from publicly available sources and third parties.
The personal data that may be stored and processed in DARS are divided into two categories. The “shared tier” of DARS, which is accessible by the University and every Participant, includes your name and title, contact details, information about your Oxford and other education history, Oxford club/society involvements, Oxford awards you have received (prizes, scholarships, accolades, bursaries etc), current interests and activities (including honours, achievements, qualifications, etc), spouse/partner and family details (i.e. the name, address and year of birth of any such family member), professional activities, relationships to other alumni, donors, students, staff, friends and groups of Oxford and to organisations and other groups, communications and marketing activities by the University and/or some of the Participants with you, donor status and wealth assessment information, volunteer work you have undertaken with the University or any Participant, and your attendance at events held by the University and its Participants.
Access to further information such as financial data (including records of donations that you have made to the University or any Participant and any direct debit or standing order details), additional information provided about your family and particular personal interactions is held in a “restricted tier” which is only available to the University and any Participants, usually only your College, who have a specific identified relationship with you.
Unless you have requested otherwise, the University and its Participants may use the data held in DARS for a full range of communications and marketing activities with you (by mail, e-mail, telephone, fax or text message), including distribution of publications, the promotion of benefits and services, notification of events and for programmes involving academic and administrative departments. Data may also be used in fundraising programmes. Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an e-mail from us is opened and/or how many links are clicked within the message. The data from this tracking are generally used in an aggregated and anonymised form.