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Data protectio­­­n

We (the Department of Physiology, Anatomy and Genetics (DPAG)) are the ‘data controller’ for the information you provide, 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 UK data protection legislation.

How we use your data

We are asking you to provide some limited demographic information to assist us in monitoring the diversity of our invited speakers. The data provided will help us to assess if certain groups are underrepresented in this platform and to build actions to support change. In order to meet these aims, we will ask you to provide some items of personal data including: gender ethnicity, and whether you have a disability.

The lawful basis on which we process your personal data is consent under article 6(1)(a) of the General Data Protection Regulation. You are not obliged to answer all the questions so if you choose to submit a response, we take that to mean you have consented to us processing your data.

We are asking for an item of special category or sensitive data relating to your ethnicity and disability status. These questions, along with the other demographic questions are voluntary and the data collected will have personal identifiers and other potentially identifying data removed to provide as high level of anonymity as possible before being recorded and analysed as part of a dataset to enable us to assess equality of opportunity and treatment of people with different characteristics. Additional conditions for processing special category data are: explicit consent – under Article 9 (2)(a) of the General Data Protection Regulation.

We will only use your data for the purposes for which we collected it.

Who has access to your data?

This data is being collected by the EDI Officer in the Department of Physiology, Anatomy and Genetics at the University of Oxford. The EDI Officer will process the raw data to ensure individuals cannot be identified before analysing the results and sharing a top line report with the EDI Committee. No raw data will be shared or analysed at departmental level. If you have any concerns about the anonymisation process please contact Louise Cotterell.

Retaining your data

We will retain raw data for 6 months from submission. The raw data will be processed to make it impossible to identify individual respondents before it is analysed. Any emails containing your responses will also be destroyed.


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.

Where we store and use your data

All data that is transferred within the University will be password-protected. No data will be transferred outside the EEA. All data is stored securely on Amazon Web Services servers in the Republic of Ireland.

Your rights

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

You can withdraw your consent to the processing of your data at any time by contacting Louise Cotterell. If we can identify your response, we will delete it from the dataset and stop processing it from that point onwards. You will have to provide some information about your response (e.g. memorable word, demographic information) to help us identify it. We may not be able to remove your data if it has already been processed in such a way as to make it no longer identifiable.


If you wish to ask any questions about our use of your personal information please contact Louise Cotterell

If you want to exercise any of the rights described in the above link or are dissatisfied with the way we have used your information, you should contact the University’s Information Compliance team at