mapthesystem.sbs.ox.ac.uk (‘our website’) is operated by the Skoll Centre for Social Entrepreneurship, Saïd Business School, which is part of the University of Oxford.
We are committed to respecting and protecting the privacy and security of your personal information (‘personal data’).
Purpose of the policy
Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data).
Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure, retention or deletion.
Who is using your data?
The University of Oxford (the University’s legal title is the Chancellor, Masters and Scholars of the University of Oxford) is the “data controller” for the information that you provide to us when visiting our website. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR. We also share your data in order to execute the processes of the competition. Map the System partners with educational institutions around the world, where each partnering institution runs its own competition. We, the Skoll Centre for Social Entrepreneurship, Saïd Business School, is responsible for the administration and running of the competition globally. We will therefore share the data subjects information with their affiliated educational institution (as indicated by you in the application process) in order for them to evaluate and shortlist.
The University of Oxford is also a partaking educational institution, of which access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with the competition.
Types of data we collect about you
We will collect, store, and use the following categories of personal data when you use our site:
Data you give us
You may give us data about you including:
– Your name and title
– Your email address
– Telephone contact numbers
– Team members’ names and email addresses
– Name of educational institution
– Course level and field of study
Data we collect about you
If you visit our website, we will automatically collect certain technical information, for example, the type of device (and its unique device identifier) you use to access our site, the Internet protocol (IP) address used to connect your device to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system, mobile network information and platform.
We will automatically collect information about your visit to our site including the full Uniform Resource Locators (URL), clickstream to, through and from the Website (including date and time), pages you viewed, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page.
When do we collect personal data?
We will collect the majority of data about you when you register either your institution or your team to the Map the System competition, when you contact us or sign up to any events.
How do we use your data?
We process your data for one or more of the following reasons:
– To communicate with you after registering to take part in the Map the System competition. By submitting your details to “take part”, we will contact you with relevant information about the Map the System competition only. This includes reminders about the final submission deadline for all materials and resources that will help in your research. We will also contact you regarding information and logistic for any event that you sign up to via this website.
– To distribute and evaluate your materials submitted to take part in the Map the System competition. In order to read, judge, select and shortlist teams through the Map the System competition, we will send your details along with materials submitted to your affiliated institution
– To provide you with the information on the Map the System that you have requested, to answer queries and for customer administration.
– To provide you with marketing communications where we have your consent. We do this only where you have specifically indicated that you consent to receive such communications, for example, by ticking a box or through some other action, or by volunteering non-mandatory information. You can withdraw your consent at any time by contacting us at email@example.com. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way you did before.
– To promote your work. We will share your name, field of study or title, and the institution that you are representing publicly via social media, blogs and on this website, along with the materials that you submit for the Map the System competition. At no point do we share your contact data, such as telephone number or email address online to the public.
Change of Purpose
We will only process your personal data for the purposes for which we collected it unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will seek your consent to use it for that new purpose. Please note that there may be occasions where we may process your data without your knowledge or consent where this is required or permitted by law.
Sharing your data with third parties
All our third-party service providers are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions.
Where your data is shared with third parties, we will seek to share the minimum amount necessary.
Where we store or use your data
We may store data collected by the website manually or electronically. The data is stored on our secure servers, secure cloud-based servers and/or in our premises within the UK.
Your data will also be stored by your affiliated institution once the data has been sent by us, therefore it is likely that if your institution resides outside the European Economic Area (EEA). By taking part in the Map the System competition under an affiliated institution outside the EEA, we are obliged to the transfer your data via the internet. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of data transmitted to the website and any transmission is at your own risk.
Third party websites
Our website contains links to and from various third party websites. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Retaining your personal data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. However, this does not include the length of time your affiliated institution may deem necessary to retain your data. Should you wish to learn more about how long your data will be retained for by your affiliated institution, please get in touch with them directly.
Under certain circumstances, by UK law you have the right to:
– Request access to your personal information (commonly known as a ‘data subject access request’). This enables you to receive a copy of your data and to check that we are lawfully processing it.
– Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
– Request erasure of your personal information. This enables you to ask us to delete or remove your data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below)
– Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.
– Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it
– Request the transfer of your personal information to another party.
Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory or contractual requirement for us to process your data and it would not be possible to fulfill our legal obligations if we were to stop. However, where you have consented to the processing (for example where you have asked us to contact you for marketing purposes) you can withdraw your consent at any time by emailing us at firstname.lastname@example.org. In this event, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way as you did before.
If you want to exercise any of the rights described above or are dissatisfied with the way we have used your information, you should contact the University’s Information Compliance Team at email@example.com. The same email address may be used to contact the University’s Data Protection Officer. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the GDPR. Please note that we may keep a record of your communications to help us resolve any issues which you raise.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns.
Changes to this policy
Skoll Centre for Social Entrepreneurship
Saïd Business School, University of Oxford
Park End Street