How we use your information
This notice covers the Quantum Club chat and the account pages. It sits alongside the Department's outreach privacy notices, which cover the rest of the club.
Draft. This text needs to be checked and approved by the University's Information Compliance team before the site goes live.
Who is responsible
The University of Oxford is the data controller. The Convener of the Quantum Club, Dr Alexander Lvovsky, runs this site day to day. The Department's designated safeguarding lead is Dr Sian Tedaldi.
What this site holds
Deliberately very little. Your account here consists of your ID number, the first letter of your surname, the first name you chose to be known by, your role, your cohort year, and your password, which is stored scrambled so nobody can read it.
This site does not hold your full name, your email address, your school, your date of birth or your home address. Those stay in the Convener's admissions records, which are kept separately and are not connected to this site.
The chat holds the messages and files you send, and a record of who sent what to whom and when.
Why we hold it
To run the club: to let you take part in tutorials, hand in homework and get feedback. We also hold it to keep you safe, which the University treats as part of its duty of care to young people taking part in its activities.
Monitoring
Messages and files in the club are logged, and tutors and the Convener can read them, including private messages. Automated checks look for signs that someone may be at risk or that the code of conduct is being broken, and alert the Convener. We do this because we are running an online space for young people and we are responsible for what happens in it.
Who can see what
Tutors and the Convener can see everything in the club under the name you chose. Only the Convener can link that name back to you as a person. Every time that link is looked up, it is recorded.
Where there is a concern about someone's safety, information will be passed to the Department's safeguarding lead, and where necessary to your school, your parent or guardian, or the authorities.
How long we keep it
Messages, files and account records are deleted at the end of each academic year. Before deletion an archive is made and held securely, in case a concern is raised later. Anything that becomes part of a safeguarding record is kept for longer, under the University's safeguarding retention rules.
Your rights
You can ask for a copy of what we hold about you, ask us to correct it, or ask us to delete it. Email the Convener. We may not be able to delete everything straight away, because some records have to be kept for safeguarding reasons; if that applies we will tell you why.
To complain about how your information has been handled, contact the University's Information Compliance team at data.protection@admin.ox.ac.uk, or the Information Commissioner's Office.