Brasenose College GDPR Framework — Document Version Control Log

Last Review Date: February 2024
Next Review Date: February 2025

Privacy Notices

Academic & Non Academic Staff Applicant Privacy Notice

Description	Privacy notice for all applicants for positions at Brasenose
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	HR Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Alumni, Donor and Supporters of the College Privacy Notice

Description	Privacy notice for alumni, donors and supporters of the College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Development Director

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	TH / JK	Addition of Vulnerable Person Fundraising Policy link	01/06/2018	Archived
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.5	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Archive Privacy Notice

Description	Privacy notice for data stored in the College archives
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	College Archivist

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Conference, Guest & Visitor Privacy Notice

Description	Privacy notice for all delegates, organisers, visitors and residential guests
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Domestic Bursar

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Employee Privacy Notice

Description	Privacy notice for all staff employed by Brasenose College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	HR Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Financial, Commercial and Supplier Privacy Notice

Description	Privacy notice for suppliers/contractors and financial services supplied to the College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	College Accountant

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

ICT Systems Privacy Notice

Description	Privacy notice for all users of the ICT systems at Brasenose
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	ICT Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

SCR (Senior Common Room only) Privacy Notice

Description	Privacy notice for all members of SCR that have no other relationship with College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Bursar

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Security & CCTV Privacy Notice

Description	Privacy notice regarding use of security systems like CCTV and door locks
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Domestic Bursar

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Student and Visiting Student Privacy Notice

Description	Privacy notice for all students at Brasenose College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Senior Tutor

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Student Applicants & School Visitor Privacy Notice

Description	Privacy notice for all student applicants and school visitors to Brasenose College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Senior Tutor

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

Web Services Privacy Notice

Description	Privacy & cookie notice for all users of Brasenose web services
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	ICT Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Archived
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Archived
v1.4	JFK	Updated Data Sharing outside UK	Feb 2024	Published

ROPA (Records of Processing Activities)

Alumni, Donor and Supporters ROPA

Description	ROPA for alumni, donors and supporters of the College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Development Director

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Added / modified some extra activities to match working practice	9th July 2019	Retired
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Published

Archive ROPA

Description	ROPA for data stored in the College archives
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	College Archivist

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Conference, Guest & Visitor ROPA

Description	ROPA for all delegates, organisers, visitors and residential guests
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Domestic Bursar

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Employee, SCR, Fellowship & Academic Visitor ROPA

Description	ROPA for all staff, SCR members and academic visitors to Brasenose College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	HR Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Added / modified some extra activities to match working practice	9th July 2019	Published

Financial, Commercial and Supplier ROPA

Description	ROPA for suppliers/contractors and financial services supplied to the College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	College Accountant

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

ICT Systems & Web Services ROPA

Description	ROPA for all users of the ICT systems and web services at Brasenose
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	ICT Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Security & CCTV ROPA

Description	ROPA regarding use of security systems like CCTV and door locks
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Domestic Bursar

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Student and Visiting Student ROPA

Description	ROPA for all students at Brasenose College
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Senior Tutor

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Added / modified some extra activities to match working practice	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Retired
v1.5	HJ	Improve internal publication clarity	May 2025	Published

GDPR Data Sharing Table

Brasenose College Data Sharing Table

Description	Details how the college shares data with other parties
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	ICT Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Review & modified for nursing provision change	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Brasenose College Data Classification and Handling Scheme

Data Classification and Handling Scheme

Description	Details on how data is classified and should be handled
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	ICT Manager

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed & updated	9th July 2019	Retired
V3	JFK	Review (Update for UK DP 2018)	June 2023	Published

LIA (Legitimate Interest Assessments)

Alumni Donor and Supporters LIA

Description	LIA for alumni, donors and supporters of the College
Created By	Tina Hill & James Fletcher
Date Created	23rd April 2018
Maintained By	Development Director

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	TH & JF	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Published

Archive data LIA

Description	LIA for the College Archives
Created By	Helen Sumping
Date Created	23rd April 2018
Maintained By	College Archivist

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	HS	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	JFK	Review (Update for UK DP 2018)	June 2023	Published

College Data Protection Statement

Brasenose College Data Protection Statement

Description	Public overview of College’s GDPR Framework
Created By	John Kinsey (ICT Manager)
Date Created	23rd April 2018
Maintained By	Data Protection Officer

Version Number	Modified By	Modifications Made	Date Modified	Status
v1.0	JFK	Draft Creation	23rd April 2018	Draft
v1.1	GDPR WG	Working Group Recommendations	1st May 2018	Draft
v1.2	GDPR SG	Approved by Steering Group	10th May 2018	Retired
v1.3	GDPR WG	Reviewed	9th July 2019	Retired
v1.4	JFK	Review (Update for UK DP 2018)	June 2023	Published

Last Review Date: February 2024
Next Review Date: February 2025