Last Updated: October 3, 2019
https://canvas.sbs.ox.ac.uk (“This site”) is operated by Saïd Business School, which is part of the University of Oxford(1). We are committed to protecting the privacy and security of your personal information (‘personal data’).
Information about how we use your data if you are a student or participant is covered in a separate policy https://compliance.admin.ox.ac.uk/student-privacy-policy which is available on the University website.
B) Who is using your personal data?
The University of Oxford is the “data controller" for the information that you provide to us when visiting this website. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.
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 operation of this website. It will also be shared with the third parties described in Section H, ‘Where we store or use your data’.
Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We may update this policy at any time.
By visiting this site you are accepting and consenting to the practices described in this 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 or retention.
D) Types of data we collect about you
We will collect, store, and use the following categories of data when you use our site:
Data you give us. You may give us data about you including:
Account Information – This includes:
- Your first and last name
- Your email address
- The company or organisation you represent
- Your username (Oxford SSO or email address)
- Your University information, such as your course information
- Information you provide through optional fields
Browsing Information – We collect data about user activity on our site. This includes and is not limited to how our users interact with courses on our Canvas website. We also use this data to create summary statistics when needed.
User information for Technical Support – Our IT Department handles and resolves enquiries you or your course administrator escalate to the IT Helpdesk. This is done in partnership with the School’s IT service partner.
Data we collect about you.
- If you visit our site, 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
E) When we collect your data
We will collect the vast majority of data about you when you register to use our site and participate in your course at the School.
When you visit our site we may also automatically collect technical information about your visit from your computer as described in section D, ‘Types of data we collect about you’.
F) How we use your data
We process your data for one or more of the following reasons:
For the purposes for which you use this website. Canvas is the official Virtual Learning Environment (VLE) for the Saïd Business School. A VLE is a web-based platform that can support and enhance teaching and learning.
This processing is necessary to meet our contractual obligations to you, to take steps requested by you prior to entering into a contract or to meet our legitimate interests. Information processed for this purpose includes but is not limited to the information highlighted in section D, ‘Types of data we collect about you’.
For purposes arising from your use of this website, for example, to ensure that we understand who uses our site and how our site is used and to improve our site and ensure it is secure. This processing occurs because it is necessary to meet our legitimate interests in operating this website. Information processed for this purpose includes, but is not limited to:
We will only use your 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 we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
G) Sharing your data with third parties
We may share your data with third parties who provide services on our behalf, such as for purposes arising from your use of this website. 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.
We may also share your data with the following organisations
Proversity – The School contracts Proversity to assist with the design and development of selected courses. Whilst enhancing course content the agency may have access to user data, including username and email address.
Third-party Apps - Our Canvas site may contain and use third party Apps and plug-ins in connection with course administration and instruction. Some of these tools will collect your name and email address. The third-party vendors we have contracted will only use your information to deliver the App service.
Centrality - Centrality is Saïd Business School’s IT service partner working alongside the School to assist in streamlining the organisation’s technology and network related processes, mitigating issues and resolving challenges as needed. Centrality will only use your data to troubleshoot and diagnose issues with a Canvas site, third party Apps accessed through a site, and related services.
Where your data is shared with third parties, we will seek to share the minimum amount necessary.
H) 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 and/or in our premises within the EEA.
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.
I) Third party websites
Our site 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.
J) Retaining your data
We will only retain your data for as long as we need it to fulfil our purposes, including any relating to legal, accounting, or reporting requirements.
K) Your rights
Under certain circumstances, by law you have the right to:
- Request access to your data (commonly known as a "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 your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
- Request erasure of your data. 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 data where we are relying on our legitimate interests (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.
- Request the restriction of processing of your data. 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 data 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 fulfil 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 email@example.com. 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 firstname.lastname@example.org. 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/.
Session Cookies – We may use session cookies to allow our website to remember information from page to page so that the user dies not have to input the information more than once. Session Cookies will normally be deleted by your browser when the browser is closed.
Flash cookies – Flash Cookies are used to store your preferences such as volume control or to display content based upon what you view on our websites to personalize your visit. Third party partners who provide certain features on our websites, such as videos, may place Flash cookies on your device. They may use Flash cookies to track your Web browsing activity and to display personalized advertising. Flash cookies are different from other cookies because of the amount of, type of, and way in which data is stored. Cookie management tools provided by your browser usually will not remove Flash cookies. To learn more about Flash cookies, who has placed Flash cookies on your device, and how to manage privacy and storage settings for Flash cookies please visit : http://www.macromedia.com/support/documentation/en/flashplayer/help/settings_manager.html#117118.
Analytics Cookies – Our website uses Google Analytics and Hotjar (see section G, ‘Sharing your data with third parties’) to track and improve web functionality and the user experience.
If you wish to opt out of Google Analytics service by installing an extension for your browser which you can find here https://tools.google.com/dlpage/gaoptout
To opt out of Hotjar tracking please visit https://www.hotjar.com/legal/compliance/opt-out.
M) Changes to this policy