Brasenose College GDPR Data Sharing Table

Version 1.4 (Reviewed June 2023)

ID	Whose data?	Who we share your data with	Data recipient location	What do we send and why do we share it?	Is the recipient outside the EU?	Basis / safeguards / derogations for transfer outside the EU
1	Students	University of Oxford	UK	Admissions data, qualifications, exam results, payments, debt collection, financial support information and decisions relating to your course. Shared to coordinate admissions, courses, examinations, assessments, and regulatory data returns. Also for compliance with UKVI sponsor duties and, with consent, to arrange reasonable adjustments.	No
2	Students	Sponsors	UK and overseas	Information on attendance and academic progress shared with your sponsor as per contractual terms. Sponsors may include employers, parents, or funding bodies.	Yes	Necessary for performance of contract in data subject’s interests; transfer within EU where applicable.
3	Students	Loan and financial support providers (e.g. Student Loans Company)	UK and overseas	Information shared to confirm identity, enrolment, attendance and financial support eligibility; to administer tuition and maintenance loans or bursaries.	Yes	Adequacy decision, explicit consent, necessary for performance of contract in data subject’s interests; safeguards under Article 49(1); transfer within EU.
4	Staff	Mortgage providers and letting agencies	UK	Employment and salary verification, on your request, for mortgage or tenancy purposes.	No
5	Students	GP practices	UK	Basic details provided to assist registration with a local GP or to support healthcare services supplied to the College.	No
6	Students, Staff	Potential employers or education providers	UK and overseas	References confirming qualifications or employment history, provided only at your request.	Yes	Explicit consent; transfer within EU where applicable.
7	Students, Staff, Nursery users	Relatives, guardians or emergency contacts	UK and overseas	Contacting next of kin or emergency contact in urgent situations, considering your rights and freedoms.	Yes	Adequacy decision; explicit consent; transfer for vital interests; transfer within EU.
8	Students, Staff, Nursery users	Local government (council tax departments)	UK	Confirmation of student status for council tax exemption, or details for assessment/collection for staff and nursery users.	No
9	Students	Electoral Registration Officers	UK	Name, address and nationality shared to confirm eligibility to vote in elections.	No
10	Students, Staff, Nursery users	Legal advisers	UK	Shared when necessary for obtaining confidential legal advice about the College’s relationship with you.	No
11	Students, Staff, Nursery users	Law enforcement and regulatory bodies	UK	Government departments or agencies for crime prevention, safeguarding, taxation, or national security (e.g. Police, UK Visas & Immigration).	No
12	Staff, Donors	HM Revenue & Customs	UK	Employee payroll data for tax/National Insurance; donor information for Gift Aid claims.	No
13	Staff	Home Office / UK Visas and Immigration	UK	To comply with visa sponsorship and immigration requirements for overseas staff.	No
14	Staff, spouses, dependents and beneficiaries	Universities Superannuation Scheme (USS) or other pension provider	UK	Data needed for pension administration (including benefit nominations, incapacity, relationships, or absence data).	No
15	Students, Staff	Disclosure and Barring Service (DBS)	UK	For DBS checks where roles involve contact with children or vulnerable adults. Applicants are informed in advance.	No
16	Students, Staff, Nursery users	Third-party software suppliers	UK	Shared where needed to manage College systems such as teaching, HR, timetabling, record keeping, and learning platforms.	No
17	Alumni, Donors & Friends	Third-party alumni and fundraising service providers	UK	Shared with processors providing alumni relations and fundraising services (e.g. mail houses, software providers, consultants).	No
18	Students, Staff, Alumni, Donors, Nursery users	Auditors	UK	Access to data may be required for official audits. Agreements include data protection provisions.	No
19	Nursery users	OFSTED	UK	To comply with statutory inspection requirements for Early Years provision.	No
20	Students, Staff	Office for Students / Office of the Independent Adjudicator	UK	To comply with regulatory requirements in higher education.	No
21	Students, Staff, Nursery users	Emergency, medical and similar services personnel	UK	To protect vital interests of you or another person in emergencies.	No	Transfer for data subject’s vital interests.
22	Students, Staff, Nursery users	Next of kin	UK or overseas	Shared with next of kin where warranted by the situation and consistent with your rights.	Yes	Adequacy decision; explicit consent; safeguards under Article 49(1); transfer within EU.
23	Staff	Occupational health providers	UK	Contact and relevant assessment details shared for occupational health purposes.	No
24	Staff	Teaching and Research assessment bodies (e.g. REF, TEF)	UK	Details of teaching and research outputs shared for assessment and grading.	No
25	Graduate Student Out Tutors / Graduate Students doing academic work	Conference of Colleges (shared with other Colleges)	UK	Verification of right-to-work checks and tutor information shared among Colleges for those tutoring at multiple colleges.	No
26	Students	Conference of Colleges and the Conference of Colleges Appeal Tribunal	UK	Shared as necessary for appeal processes in accordance with published Tribunal procedure.	No

Version control: v1.4 (Reviewed June 2023)