Privacy Policy.

The Oxford African and Caribbean Society, its agents, subsidiaries and affiliates (“OACS”) organises the Annual Access Conference (“AAC”). We care about your privacy and want to help you understand how and why we collect, use and share your personal information. This privacy policy applies to those that use the annualaccessconference.co.uk website (“the Site”), engage with services provided in relation to the AAC, or communicate with OACS.

Information You Provide

This is information that you provide us through text fields on the Site, such as your name, email address, and education details. The information you provide us depends on how you’re interacting with us (if you’re a student registering for the AAC, signing up to one of our mailing lists or just communicating with OACS).

General Engagement

If you are communicating with us through the Site or signing up for the mailing list, you will only be required to provide the following basic information:  

1. First Name  

2. Last Name  

3. Email Address

You may also be given the option to provide additional information such as home postcode, social media profiles, and school name to allow us to provide more relevant information and send targeted updates to ensure you get the most value out of your engagements with us.

Registering for AAC

The AAC is an event designed to address the issue of education inequality and the barriers faced by black students of African and Caribbean Descent from working class backgrounds. As the conference is targeted at a disadvantaged group you will have to fill out a form with a range of additional personal, academic and socio-economic information to aid during the selection process:

 1. Race

 2. Ethnic Origin

 4. Nationality

 5. Gender

 5. Home Postcode

 6. School Details

 7. Academic Performance

Information We Collect

We may collect information automatically as you navigate the Site or through our third-party analytics providers. We use Google Analytics to see how you use our Site, so we can improve the user experience in a variety of ways. We encourage you to read the Google Privacy Policy. If you prefer not to have data reported by Google Analytics, you can install the Google Analytics Opt-out Browser Add-on. We will not combine the anonymised information collected through Google Analytics with your personal information.

How We Use Your Information

We never share your personal information without your permission and only use the information we collect to:

 1. communicate with applicants

 2. create conference experiences tailored to your needs

 3. track your progress and provide you with tailored application support

 4. conduct research and development to improve the conference, develop future access and outreach initiatives, and inform future education policy.

Information Shared with Third Parties

Personally Identifiable Information (PII) is data that includes a personal identifier like your name, email address, or data that could be reasonably linked back to you. We will only share this data under the following circumstances:  1. With your permission, with sponsors and partners of OACS (such as the University of Oxford) to provide you with relevant opportunities and specialised support.  2. With your permission, with service providers used by OACS to monitor and evaluate the effectiveness of the AAC.  3. With companies that are contractually engaged in providing us with services such as email management, data analysis, security, fraud detection and prevention. These companies may have access to personal information to perform their services and are obligated by contract to safeguard any PII they receive from us.  4. To protect the security or integrity of OACS, and to protect the rights, property, or safety of OACS, its members, affiliates, or others, if we believe that disclosure is reasonably necessary to comply with a law, regulation, valid legal process. If we are going to release your data, we will do our best to provide you with notice in advance by email, unless we are prohibited by law from doing so.

Information Shared with the Public

The following information may be publicly accessible:  1. When you receive a newsletter you wish to stop, scroll to the bottom of the link and select the option to unsubscribe from future emails.  2. You may also unsubscribe by getting in touch with us at contact@annualaccessconfernce.co.uk.

Managing Your Preferences 

You may opt-in or sign up for recurring informational promotional emails from OACS You may opt-out of receiving emails, newsletters or other communications from OACS at any time by following these steps:  1. When you receive a newsletter you wish to stop, scroll to the bottom of the link and select the option to unsubscribe from future emails.  2. You may also unsubscribe by getting in touch with us at contact@annualaccessconference.co.uk.

Your Rights Over Your Data

You can request a summary of the information we collect about you, or request for that data to be deleted or changed, by emailing us at contact@annualaccessconference.co.uk with the subject data request.

Our Retention of Your Personal Data

We generally retain your personal data for a period of 5 years after which all your information is anonymised and aggregated for research and monitoring purposes. Actual retention periods may vary depending on the type of data and the nature of your engagement with OACS.

Children Under 13

The AAC is not directed at young Children under the age of thirteen (13). This Site is not intended for use by persons under the age of thirteen (13) and shall not be used without the consent from a parent and/or guardian. We do not knowingly collect personal data from or about children under thirteen. If a parent or guardian believes that a child under thirteen has shared information.

Security

The security of your personal information is very important to us and we have put in place safeguards to protect it from loss, misuse or alteration by third-parties. We keep the your most sensitive data encrypted to ensure they are kept secure.

Updates to the Policy

We may sometimes make changes to this policy. If we make material changes that adversely affect your rights under this policy, we will let you know before the changes come into effect. We advise that you check back to review any updates. By using the Site, you agree to this Privacy Policy and the website Terms of Use. If you do not agree to be bound by these terms, we ask that you leave the Site immediately.