2021 entry undergraduate admissions privacy policy: remote testing

This policy describes how we collect and use your personal data to facilitate the use of the video conferencing. This policy should be read in conjunction with the University’s Undergraduate applicant privacy policy.

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In order to facilitate remote testing the University needs to process your personal data. We (the University of Oxford) are the ‘data controller’ for this information, which means we decide how to use it and are responsible for looking after it in accordance with the General Data Protection Regulation and associated data protection legislation. 

The University will use Microsoft Teams to facilitate the video conferencing call. The University will observe only and not record your admissions exam. During the call, an invigilator will have access to the following personal data: 

  • Your name, email address, UCAS ID, candidate test registration number, and details of the course and college you are applying for.
  • Visual images of your face and the visible vicinity where you are sitting the exam.
  • An image or photo identification document(s) which you must present on the video call so that the invigilator can verify your identity.
  • Any instant messages between you and your assigned invigilator using the Microsoft Teams chat function (although where possible you are discouraged from using this function). 

The University needs to process this personal data to meet our legitimate interests in facilitating the admissions process during the COVID-19 pandemic. 

We will only use your data for the purposes for which it was collected, 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 do need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose. 

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above. The invigilator will be an employee of the University of Oxford.

In order to facilitate the video conferencing functionality we need to process your data within Microsoft Teams which is a third party ‘data processor’. Data Processors, used by the University, 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 will not share your personal data with any other third parties. 

Only your name, email address, and any instant messages will be retained on Microsoft Teams. The University will not retain any visual images. Information that is captured by Microsoft Teams will be held in line with the University’s retention schedules. 

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Information Security website.  

We store and use your data on University premises, in electronic form. The University will not transfer your personal data outside of the UK. 

Information on your rights in relation to your personal data are explained on the University's Compliance website

If you wish to raise any queries or concerns about our use of your data, please contact us at www.ox.ac.uk/ask 

Changes to this Privacy Policy

We reserve the right to update this Privacy Policy at any time, and will seek to inform you of any substantial changes. We may also notify you in other ways from time to time about the processing of your personal data.

Contact us

Data Protection Enquiries
Email: data.protection@admin.ox.ac.uk
Tel: (01865 2)70285