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Privacy Policy

This is the data protection policy of the St Hugh’s Ball 2023, also known as ‘fair processing information’, ‘privacy information’, or a ‘privacy policy’. This applies when we have collected personal data from you, for example when you provide us with your email address when you sign up for our mailing list, or when you provide us with your details when you buy a ticket to the Ball. This policy details what data we collect, why we do it, how we handle it, and how you can access, have deleted, or otherwise exercise control over this data.

 

There are two ways in which we may obtain personal data from you: through our website, www.sthughsball.com, which is provided by Wix.com Ltd., and from FIXR, our ticketing platform.

 

1 Who We Are

The person responsible for data protection for the St Hugh’s Ball 2023 is the President of the Ball Committee, Joseph Young, of St Hugh’s College, Oxford, who can be contacted at ball@st-hughs.ox.ac.uk.

 

In respect of data collected through our website, we are the ‘controller’. The ‘processor’ is Wix.com Ltd., who can be contacted at privacy@wix.com. Wix processes your data in accordance with its own privacy policy. We will also process your data in order to provide you updates on the Ball, as you asked us to do when you provided us with your data.

 

In respect of data collected by FIXR when you buy a ticket, the ‘controller’ is VIPR Digital Limited (which trades as ‘FIXR’), and who can be contacted at team@fixr.co. FIXR processes your data in accordance with its own privacy policy. We are the ‘processor’ of this data.

 

2 What Information We Collect and Hold – FIXR

In sections 2 and 3, the ‘controller’ is VIPR Digital Limited (which trades as ‘FIXR’), and who can be contacted at team@fixr.co. FIXR processes your data in accordance with its own privacy policy. We are the ‘processor’ of this data.

 

We currently collect the following personal data, under the following circumstances, for the following reasons:

 

When you buy, or are gifted, a ticket, we are provided the following data by FIXR:

 

Email address, to allow us to send you important information about the Ball. The lawful basis for this is that we have a legitimate interest, in order to contact you as requested; and because you can reasonably expect at the time and in the context of the collection of the personal data that processing for that purpose may take place.

 

Name, to allow us to verify your identity when you seek entry to the Ball. The lawful basis for this is that we have a legitimate interest, because you can reasonably expect at the time and in the context of the collection of the personal data that processing for that purpose may take place, and because it is required to prevent fraud (people attempting to enter the Ball using somebody else’s ticket).

 

Dietary and allergen requirements, to allow us to provide adequate and inclusive catering options. The lawful basis for this is that we have a legitimate interest, because you can reasonably expect at the time and in the context of the collection of the personal data that processing for that purpose may take place. This information is classed as ‘special category data’, as it may concern your health. Under Article 9, we must obtain your explicit consent to process this data, so we will explicitly check that you consent before collecting this data. You can withdraw this consent at any time, by emailing the controller, or processor (above).

 

This information, fully anonymised, will be provided to St Hugh's College, and to all contracted caterers, in order to fulfil our requirements under Health and Safety Law.

 

Access requirements, in order to allow us to put in place measures to make the Ball fully accessible to you. This information is classed as ‘special category data’, as it may concern your health. The lawful basis for holding this information is your consent, which can be withdrawn at any time, by emailing the controller, or processor (above). Under Article 9, this consent must be explicit, so we will explicitly check that you consent before collecting this data.

 

This information, fully anonymised, will be provided to St Hugh's College, and to our security contractor, in order to fulfil our requirements under Health and Safety Law, and under the Equalities Act.

 

We may share your name and College with the Dean of St Hugh’s College, in the case of an incident of misconduct.

 

3 How Your Data is Stored – FIXR

Your data will always be securely stored.

 

In relation to data collected when you purchase a ticket, your data is stored within our FIXR account, which is password-protected, and to which only the controller (FIXR), and processor (we) have access. FIXR processes your data in accordance with its own privacy policy.

If downloaded onto a computer, this data will be password-protected, accessible only by the processor (us). If printed out, as a fail-safe for entry management on the night of the Ball, each version will in the hands of a member of the committee only, and will be securely disposed of as soon as practicable after the Ball.

A list of names of Ball attendees will be provided to the Bursar of St Hugh's College in advance of the night of the Ball.

 

All of your personal data will be retained until 6th May 2023 at the latest, when it will be deleted from all systems.

 

4 What Information We Collect and Hold – Our Website

In sections 4 and 5, we are the ‘controller’. The ‘processor’ is Wix.com Ltd., who can be contacted at privacy@wix.com. Wix processes your data in accordance with its own privacy policy. We will also process your data in order to provide you updates on the Ball, as you asked us to do when you provided us with your data.

 

We currently collect the following personal data, under the following circumstances, for the following reasons:

 

When you sign up to a mailing list on our website:

Email address, to allow us to contact you, as requested. The lawful basis for this is that we have a legitimate interest, because you can reasonably expect at the time and in the context of the collection of the personal data that processing for that purpose may take place.

 

When you submit a question or request through our website:

 

Name and email address, to allow us to contact you to reply to your question, or to action your request. The lawful basis for this is that we have a legitimate interest, because you can reasonably expect at the time and in the context of the collection of the personal data that processing for that purpose may take place.

 

5 How Your Data is Stored – Our Website

 

Your data will always be securely stored.

 

In relation to email addresses collected through a mailing list, your data is stored within our Wix account, which is password-protected, and to which only the controller (we) has access. Wix processes your data in accordance with its own privacy policy. If downloaded onto a computer, a list of these email addresses will be password-protected, accessible only by the controller.

 

All of your personal data will be retained until 6th May 2023 at the latest, when it will be deleted from all systems.

 

6 Your Rights

Under data protection law, you have rights including:

Your right of access - you have the right to ask us for copies of your personal information.

Your right to rectification - you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - you have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - you have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - you have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at ball@st-hughs.ox.ac.uk if you wish to make a request.

 

7 How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at ball@st-hughs.ox.ac.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

 

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

 

Last updated: 17/12/22

Previous privacy policies

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