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ROPA - Archives Flipbook PDF
ROPA - Archives
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ROPA - Archives
ID.
Category of personal data
Source of the data
1
Names, contact information, the dates and nature We obtain this data of inquiries relating to visitors, enquirers, from you researchers and donors to our archives. We generate this data about you Records include the contact details of applicants for access to College archives, records of applications including the reasons for the application, the nature of the records requested and the access granted.
Why we process it To maintain a record of how our archives have been used and who has previously used them, so that we can monitor the use and integrity of our archives. It is useful to refer back to earlier enquiries on similar topics. This information is also retained for the security of the collections.
Criminal Special category- details of public interest etc conviction/criminal (where appropriate) allegation grounds Permanently, except for disability information Processing is necessary The College has a legitimate interest in Processing is necessary In the case of processing disability data N/A provided to us solely for accessibility purposes, for the purposes of our maintaining the integrity of its archives, to for compliance with relevant for access requirements, the which will be retained for 12 months after your or someone else's ensure they are kept securely and are available equality law processing is necessary for the prevention of a last contact with us. legitimate interests, as a resource for researchers and others with a (Substantial public breach of its obligations under the Equality Act except where legitimate interest in reviewing the archives. interest under the UK 2010. The processing is necessary for reasons overridden by your Data Protection Act) of substantial public interest, namely that the data protection rights College must comply with its statutory and freedoms obligations concerning equality and to make reasonable adjustments. How long we keep this data
Our lawful basis for processing
Details relating to lawful basis (where applicable)
Special category grounds
Records may include disability information if this is relevant to accessibility of the archive. It may also includes information about the reasons for the researcher's interest, whcih may refer for example to their religion or belief.
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Criminal conviction/criminal allegation grounds (further information)
Such processing must be carried out without consent so as not to prejudice those purposes. In the case of other special category data, the processing is necessary for archiving and/or scientific or historical research purposes, and is in the public interest.
Records of College cultural life: photographs, pictures, written records, trophies, other memorabilia and ephemera of college members, teams, choirs, clubs and societies, plays and performances, of participation in events and sporting fixtures and of the outcomes. This may include written correspondence and minute books relating to these matters.
We obtain this data from you We generate this data about you We obtain this data from other third parties e.g. student societies.
As part of the College archive recording Permanently. College life, which may be relevant to you individually (for example if you later request a reference from us), but which is also part of the College's own record of what its members have achieved over time.
Conservation information relating to items in the College archive, including the identity of who carried out the conservation and of the item on which the conservation measures were performed.
We obtain this data To maintain a record of conservation measures Permanently. from you applied to items in our archive to help with We generate this data future conservation. about you Third party
Processing is necessary The College has a legitimate interest in for the purposes of our maintaining a record of its cultural life. or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
Processing is necessary for archiving purposes in the public interest as permitted under the UK Data Protection Act
The College has a legitimate interest in N/A maintaining records of conservation measures which will assist future conservators to make decisions about the appropriate conservation techniques to use.
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There is a public interest in the College maintaining its archive of College life for future generations, and in the context of the College being a College of a long-established University with a strong identity and history. The College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
The processing meets a condition in Part 1 of Schedule 1 to the Data Protection Act 2018
Where it processes such data for archiving purposes, the College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
ROPA - Archives
ID.
Category of personal data
Source of the data
Why we process it
4
Personal papers and collections donated to the College archive. These may consist of correspondence and documents relating to and/or referring to the donor or third parties.
We obtain this data from you We may receive this from third parties (e.g. donors)
As part of the College archive we accept and Permanently. maintain papers and collections of significance to the College or which are otherwise of importance as an archive.
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Records of the acquisition of items in the archive, We generate this data including who the item was received from and the about you date of receipt. Catalogues, indexes and lists of items in the archive including the same information.
To maintain a record of the content of our Permanently. archive and how it was acquired, as a record in its own right and in case enquiries are subsequently made about the archived item itself (for example, about ownership of the item).
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Archives of academic conferences, seminars and lectures hosted and/or organised by the College, consisting of the names of attendees, agenda/programmes, papers delivered. These records may include the personal data of attendees and organisers.
We obtain this data from you
How long we keep this data
Permanently.
Criminal Special category- details of public interest etc conviction/criminal (where appropriate) allegation grounds Processing is necessary The College has a legitimate interest in Processing is necessary There is a public interest in the College The processing meets for the purposes of our receiving collections and papers for its archive, for archiving purposes maintaining its archive of College life for future a condition in Part 1 of or someone else's and donors have a legitimate interest in giving in the public interest generations, and in the context of the College Schedule 1 to the Data legitimate interests, such collections and papers to the College. and for research being a College of a long-established University Protection Act 2018 except where purposes as permitted with a strong identity and history. overridden by your under the UK Data data protection rights Protection Act The College is required to implement and freedoms appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research. Our lawful basis for processing
Details relating to lawful basis (where applicable)
Processing is necessary The College has a legitimate interest in for the performance of recording, indexing and cataloguing its archive a task carried out in acquisitions. the public interest Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
Processing is necessary The College has a legitimate interest in for compliance with a archiving past conferences, seminars and legal obligation lectures that it hosted and/or organised. Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
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Special category grounds
Criminal conviction/criminal allegation grounds (further information) Where it processes criminal convictions data for archiving purposes, the College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
ROPA - Archives
ID.
Category of personal data
Source of the data
7
Student files including dates of attendance, course of study and outcome of their studies, results of College examinations ("collections"), University examinations, College and University assessments, awards, scholarships and prizes conferred, applications (e.g. UCAS forms and references), academic and disciplinary records.
We generate this data So that we have a record of student results, as Permanently. about you; a record of your academic progression and if we are later asked for a reference or We obtain this data verification of your attendance. from the University of Oxford. To maintain the College archive of its former students and to historically document the College’s teaching function, and for the purposes of future research.
These files may include information about a former student’s personal life including their health, family circumstances, ethnicity, sexuality, political opinions, religious or philosophical beliefs, criminal convictions or allegations, gender, background, family circumstances and/or financial circumstances.
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Employee records for academic staff consisting of the employee name, dates of employment, role(s) and reason(s) for departure (including for example retirement, new employment or dismissal), staff photograph, records of references given.
Employee records for non-academic staff, consisting of the employee name, dates of employment, role(s) and reason(s) for departure (including for example retirement, new employment or dismissal), staff photograph, records of references given.
Why we process it
How long we keep this data
Our lawful basis for processing
Details relating to lawful basis (where applicable)
Processing is necessary The College has a legitimate interest in for performance of our maintaining an archive of its activities as part contract with you; of a long established university with a strong identity and history, and in maintaining such Processing is necessary records for future research. for the performance of a task carried out in the public interest;
Criminal Special category- details of public interest etc conviction/criminal (where appropriate) allegation grounds Processing is necessary There is a public interest in the College The processing meets for archiving in the maintaining its archive of College life for future a condition in Part 1 of public interest, and/or generations, and in the context of the College Schedule 1 to the Data for historical research being a College of a long-established University Protection Act 2018 purposes. with a strong identity and history. Special category grounds
The College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms.
We obtain this data To maintain historic records of College Permanently. from you employees for the archive, and in case we are We generate this data approached for references. about you
We obtain this data To maintain historic records of College Permanently. from you employees for the archive, and in case we are We generate this data approached for references. about you
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
The College has a legitimate interest in maintaining a record of its activities as part of a long established university with a strong identity and history, and in maintaining such records for future research.
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
The College has a legitimate interest in maintaining a record of its activities as part of a long established university with a strong identity and history, and in maintaining such records for future research.
The College, its former employees and other parties have a legitimate interest in the College being able to provide references for former staff.
The College, its former employees and other parties have a legitimate interest in the College being able to provide references for former staff.
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Processing is necessary for archiving in the public interest, and/or for historical research purposes.
There is a public interest in the College maintaining its archive of College life for future generations, and in the context of the College being a College of a long-established University with a strong identity and history. The College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
The processing meets a condition in Part 1 of Schedule 1 to the Data Protection Act 2018
Criminal conviction/criminal allegation grounds (further information) Where it processes such data, the College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
Where it processes such data, the College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
ROPA - Archives
ID.
Category of personal data
Source of the data
Why we process it
10
Governing body and committee agenda, minutes and related correspondence. These may include personal data of the meeting attendees, correspondents and of individuals referred to in the documents.
We obtain this data To maintain a historic record of College from you administration. We generate this data about you
How long we keep this data Permanently.
Our lawful basis for processing
Details relating to lawful basis (where applicable)
Special category grounds
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
The College has a legitimate interest in maintaining a record of its activities as part of a long established university with a strong identity and history, and in maintaining such records for future research.
Processing is necessary for archiving purposes in the public interest as permitted under the UK Data Protection Act
The College has a legitimate interest in maintaining a record of its activities as part of a long established university with a strong identity and history, and in maintaining such records for future research.
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Financial records and legal records relating to College assets and the College estate. These may include the personal data of individuals involved in managing the College assets and estate, witnesses and parties to legal documents.
We obtain this data To maintain a historic record of College from you finances and assets. We generate this data about you
Permanently.
Processing is necessary for the purposes of our or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
12
Records relating to College buildings, including architectural records and maintenance records. These may include the personal data of those involved in construction and maintenance of College buildings.
We obtain this data To maintain a historic record of College Permanently. from you architecture, and to assist future conservation We generate this data of College buildings. about you
Processing is necessary for the performance of a task carried out in the public interest;
Criminal Special category- details of public interest etc conviction/criminal (where appropriate) allegation grounds There is a public interest in the College The processing meets maintaining its archive of College life for future a condition in Part 1 of generations, and in the context of the College Schedule 1 to the Data being a College of a long-established University Protection Act 2018 with a strong identity and history. The College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
The College has a legitimate interest in maintaining its historic buildings. It also has a legitimate interest in maintaining a record of its activities as part of a long established university with a strong identity and history, Processing is necessary and in maintaining such records for future for the purposes of our research. or someone else's legitimate interests, except where overridden by your data protection rights and freedoms
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Criminal conviction/criminal allegation grounds (further information) Where it processes such data, the College is required to implement appropriate safeguards for individuals' rights and freedoms. The UK Data Protection Act provides safeguards by making specific provision preventing processing which is likely to cause substantial damage or substantial distress to a data subject; and/or which is carried out for the purposes of measures or decisions with respect to a particular data subject, unless the purposes for which the processing is necessary include the purposes of approved medical research.
ROPA - Archives
ID.
Category of personal data
Source of the data
Why we process it
13
Governance documents: College statutes and documents relating to their interpretation, including Privy Council documents and correspondence, decisions and documents relating to the College Visitor, Royal Commissions and related documents.
We obtain this data To maintain a historic record of governance from you documents relating to the College. We generate this data about you
These records may include the personal data of those named in the documents, including correspondents.
How long we keep this data Permanently.
Our lawful basis for processing
Details relating to lawful basis (where applicable)
Processing is necessary The College has a legitimate interest in for the purposes of our maintaining a record of its governance or someone else's documents for future reference. legitimate interests, except where overridden by your data protection rights and freedoms
Change Log Version 1.0
Date changed
Notes
24/05/2018
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Special category grounds
Criminal Special category- details of public interest etc conviction/criminal (where appropriate) allegation grounds
Criminal conviction/criminal allegation grounds (further information)