Privacy Policy

This website is maintained by the New College Junior Common Room ("the JCR") to communicate with current and prospective students, JCR members, and other visitors.

The JCR is a student body. This website represents the JCR, and not the official position of New College or the University of Oxford. Where that distinction matters, it is made clear on the page.

Day-to-day responsibility for the content, accuracy and maintenance of this website rests with the JCR, through its President and the nominated Website Officer(s). Those responsibilities are handed over at each change of committee.

We do not publish personal information about any member of the College community, including students, staff, fellows or alumni, without that person's explicit and informed consent. This includes:

• Full names in connection with sensitive matters, such as welfare, disciplinary or health-related content.
• Photographs or images in which individuals are identifiable.
• Personal contact details, such as private email addresses, phone numbers or home addresses.
• Any other personal data as defined under UK data protection law.

Committee members' names and official JCR contact details may be published where this is reasonably necessary for the JCR to carry out its functions. This is limited to what is necessary, and any individual may ask for their details to be removed or amended at any time.

Minutes of JCR committee meetings, whether in full or in part, are not published on this website. This protects the confidentiality of committee discussions and the personal information of the individuals named within them.

Where consent is given for personal information to appear on this website, we keep a record of that consent. If consent is later withdrawn, the relevant content is removed promptly.

We process any personal data collected or displayed through this website in accordance with the UK GDPR, the Data Protection Act 2018, and any College data protection policy notified to us. In particular, we:

• Collect and retain only the minimum personal data necessary for the website's purpose, and do not repurpose personal data without consent.
• Provide a clear means for individuals to request correction or removal of their personal data.
• Ensure that any third-party tools, plugins, forms, mailing lists or analytics used on the website are themselves compliant, and give appropriate notice where such tools are used.
• Report any actual or suspected personal data breach to the College Communications Office and the College's Data Protection Officer without undue delay, and in any event within 24 hours of becoming aware of it.
• Consult the College Communications Office and the College's Data Protection Officer before introducing any new feature of the website that involves collecting personal data, such as sign-up forms, surveys or membership databases.

This website relies on a small number of third-party services to work: a calendar service used to display JCR events, and a web hosting and media delivery service used to serve pages and images. These services may receive your IP address and may set cookies when a page loads.

We do not use advertising or cross-site tracking cookies. Where a new tool is added that collects personal data or sets cookies, appropriate notice will be given here.

• All content is kept accurate, relevant and up to date.
• Committee and officer listings are updated promptly after each election or handover, so that names, roles and contact details shown are correct.
• The website is reviewed at least once per term to identify and correct outdated, broken or inaccurate content.
• Content that is no longer relevant, such as past events, expired notices or outgoing officers, is removed or archived in a timely manner.
• Event listings are forward facing: an event is removed automatically once its date has passed, so only upcoming events are shown.
• Factual claims about the College, including courses, facilities, fees, admissions and welfare provision, are accurate and are verified with the relevant College office before publication where there is any uncertainty.

Under UK data protection law, you have the right to:

• Ask what personal data we hold about you and request a copy of it.
• Ask us to correct inaccurate personal data.
• Ask us to delete your personal data.
• Object to, or ask us to restrict, the processing of your personal data.
• Withdraw your consent at any time.

To make a request, contact the JCR President or Secretary using the details below. We will respond within one month. If you are not satisfied with our response, you can raise the matter with the College's Data Protection Officer or with the Information Commissioner's Office at ico.org.uk.

If you believe content on this website breaches this policy, is inaccurate, or contains personal information published without consent, please contact us at jcr@new.ox.ac.uk. We will review it promptly. Data protection and safeguarding concerns are treated as urgent.

• The College Communications Office may periodically review this website for compliance with our agreement with the College, and may raise concerns with the JCR President or Website Officer(s).
• Where content is found to breach that agreement, is factually incorrect, or poses a data protection risk, we will amend or remove it within a reasonable timeframe, normally 5 working days, or immediately in the case of a data protection or safeguarding concern.
• In urgent cases, such as a live data protection breach, a safeguarding issue, or content seriously damaging to the College's reputation, the College may require the immediate suspension of the website or the relevant content pending resolution.
• This policy is reviewed annually, or sooner if there is a significant change to the website, to College policy, or to data protection law.

For any question about this policy, or to ask for personal information to be corrected or removed, please contact:

• JCR President: jcrpresident@new.ox.ac.uk
• JCR Secretary: jcrsecretary@new.ox.ac.uk
• General enquiries: jcr@new.ox.ac.uk
• Post: New College, Holywell Street, Oxford OX1 3BN

The PR & Marketing Coordinator acts as a point of contact for guidance, branding queries and data protection support, but does not hold responsibility for day-to-day content management.

Any changes to this policy will be posted on this page with an updated date. Incoming committee members are made aware of these obligations as part of each handover.