Legal Information | The Careers Service Legal Information – Oxford University Careers Service
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About this site
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Welcome to the Oxford Careers Service web site. We’ve recognised that our users – students, alumni, recruiters and university colleagues – often want to access the Careers Service when our offices are closed or they are away from Oxford. So we’ve provided you with this web site – making it simple to find the vital information you need about that interview or how to recruit a student from Oxford, at any hour of the day or night, from anywhere in the world.

Read the accessibility statement for www.careers.ox.ac.uk.

Users & registration
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Most of the content of this web site is accessible to everyone; however, some of our content is for registered students, employers and alumni only (eg posting or reviewing vacancies, registering for events, updating personal profiles).

  • Current students – you should automatically be able to register with us, provided there is up-to-date information about you on the University systems. Your details are provided to us by the University’s registration system.
  • Research Staff – to register with us, please email us at reception@careers.ox.ac.uk, telling us your name, ID card number and department, and we’ll arrange a CareersConnect account.
  • Alumni – if you are not already registered with us by the time you leave Oxford as a student, you will need to register for us to approve you
  • Employers – complete the registration form, and contact recruiters@careers.ox.ac.uk if you face any difficulties.
Confidentiality & Data protection
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Confidentiality

The Careers Service works in accordance with the Association of Graduate Careers Advisory Services (AGCAS) code of practice. The guidance process is confidential, and we aim to make this clear to everyone we see for careers advice and guidance. We will not pass on personal information without the individual’s prior permission. We will make any limitations on this absolutely clear at the earliest possible stage, including:

  • Individual discussions with the Duty Adviser may take place in an area that is not private
  • Within the Careers Service, information is shared on a need-to-know basis. The need to know may be concerned with the needs of the individual or with the need to maintain and develop an effective service, including the development of staff.
  • The right, in exceptional circumstances, to pass on personal information, where there is a legal or ‘duty of care’ imperative. This will happen only in very exceptional circumstances, and will normally take place only following consultation with a member of the Service’s Management Team and, where appropriate, reference to the University’s Guidance on Confidentiality in Student Health and Welfare. Even in these circumstances, we would normally seek to explain this to the individual concerned.

The factual data an individual gives to the Service is used to compile anonymous statistics about the use of the Service. Careers advisers may also keep notes on meetings with individuals to help them in their work with that individual. Other careers advisers may have access to such notes, for example, where an individual has been referred for a follow-up session with another adviser. This information is normally kept for four years after completion of undergraduate or postgraduate studies, or, in the case of Research Staff, for the period that an individual is eligible to use the Service (normally one year after the expiry of his/her last fixed-term research contract, or date of leaving the employment of the University, if earlier).

Data protection

The Careers Service complies with the terms of the Data Protection Act 1998 and the Freedom of Information Act 2000. See also the University’s Guidance on Data Protection and Freedom of Information.

Information in electronic formats

Information such as emails, letters or CVs sent and stored electronically (including email interactions between the Service and users) will normally be kept for a year, in case queries arise, unless there is good reason to retain it for longer.

Requests for information

Personal information will not be disclosed to third parties (including parents/relatives) without an individual’s consent, unless there is a legal or ‘duty of care’ imperative as described above.

The Data Protection Act 1998 governs the processing of personal data (information relating to living individuals). This legislation makes it possible for individuals, including users of the Careers Service or staff, to request access to personal data that the University may hold about them.

All requests for access to personal data are handled centrally by the University’s Data Protection Officer (address below). The Data Protection Officer must take account of the rights of any third party or parties who are named in any of the documents requested, and seek their consent to disclose in relevant cases where a duty of confidentiality may exist.

Requests for information under the Freedom of Information Act should be made to the Information Officer at the same address below:

Data Protection Officer (or Information Officer)
University Offices
University of Oxford
Wellington Square
Oxford
OX1 2JD
data.protection@admin.ox.ac.uk or information.officer@admin.ox.ac.uk

Copyright statement
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Unless otherwise noted, all materials contained in this site are copyrighted and may not be used except as provided in these terms and conditions or in the copyright notice or other proprietary notice provided with the relevant materials.

The materials contained in the site may be downloaded or copied provided that ALL copies retain the copyright and any other proprietary notices contained on the materials. No material may be modified, edited or taken out of context such that its use creates a false or misleading statement or impression as to the positions, statements or actions of the University of Oxford Careers Service.

Disclaimer
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Links

All links from this web site have been selected using a standard links protocol. Links are provided for information and convenience only. We cannot accept responsibility for the sites linked to, or the information found there. A link does not imply an endorsement of a site; likewise, not linking to a particular site does not imply lack of endorsement.

Accuracy

While we have taken every care to compile accurate information and to keep it up-to-date, we cannot guarantee its correctness and completeness. The information provided on this site does not constitute business, medical or other professional advice, and is subject to change. We do not accept responsibility for any loss, damage or expense resulting from the use of this information.

Availability

We cannot guarantee uninterrupted access to this website, or the sites to which it links. We accept no responsibility for any damages arising from the loss or use of this information.

Privacy & cookies
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Privacy policy

At the University of Oxford Careers Service, we respect the privacy of people who use our web sites, and when personal information is used we do so in accordance with the Data Protection Act 1998. In order to administer our website, provide email alert services and consult on our work, the University of Oxford Careers Service occasionally captures personal data. This is done in the following ways:

  • Site access. The web site monitors access to the site for the purpose of system administration of the web server and statistical monitoring of web site usage. This may include ‘cookies’. A cookie is a message given to a web browser by a web server. The message is then stored by the browser in a text file called cookie.txt. Every time the browser obtains a page from the server this cookie message is sent back. A cookie can be used to identify users and personalise their visit by customising web pages for them.
  • On CareerConnect, the password protected section of the website, users will voluntarily provide information on their personal preferences for the type of work they are seeking, and their occupation related skills. They may also choose to record other personal information that can help the careers service provide a better service. Registered users can change, add and delete these preferences at any time. Where appropriate, users can opt in to share relevant information with potential employers who may be searching for registered users with specific skills.

This privacy policy covers the the University of Oxford Careers Service web site at www.careers.ox.ac.uk. Any links from these sites to other web sites are not covered by this policy.

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

Download a list of the cookies this website uses.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit All About Cookies.

Terms & conditions
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(1) Unless otherwise indicated, this Website and its contents are the property of The University of Oxford, whose administrative offices are at Wellington Square, Oxford OX1 2JD (‘the University’). The copyright in the material contained on this Website belongs to the University or its licensors. The trademarks appearing on this Website are protected by the laws of England and by international trademark laws.

(2) The information on this Website has been prepared for the purpose of providing selected information about the University’s Careers Service (‘the Careers Service’) and the services it offers.

(3) The University does not make any warranty that information contained on this Website, or on any site linked to this Website, is complete, accurate or up-to-date; and the University is not responsible for the results of reliance on any such information.

(4) The University does not make any warranty that use of the Website will be uninterrupted, virus-free or error-free; or that use of the Website will not affect other software or operating systems used to access the Website. Any warranties provided under the general law are expressly excluded to the fullest extent possible. In particular, the University does not warrant that use of the Website will not infringe the rights of any other person or organisation; nor that the Website is of reasonable quality or fit for any particular purpose, even if the University has received notice of an intention to use the Website for that purpose.

(5) Unless expressly stated otherwise, opinions given on this Website are those of the individuals making them, and not those of the University. The University is not responsible for such opinions or any claims resulting from them.

(6) To the extent permitted in law, the University accepts no liability for any loss or damage which may be suffered by other parties as a direct or indirect result of using this Website (including loss of profit, loss of opportunity, loss of business, and consequential loss).

(7) Persons putting material on this Website are solely responsible for the materials posted and for any claims relating to such content, whether made against the University or otherwise. Whilst the University does not exercise editorial control over any content posted to the Website by users, the University reserves the right at its sole discretion to remove any content which it has been notified is objectionable, whether or not the objection is substantiated, and otherwise to review, edit or delete any comments posted by users which it deems defamatory, unlawful, threatening or otherwise objectionable. Notwithstanding the foregoing, and to the extent permitted in law, the University accepts no responsibility or liability for any material communicated by third parties via the Website.

(8) Subject to the above, those gaining access to this Website are authorised to make use of the Website (and of any chatrooms and interactive facilities which are available through it) for any lawful purposes. The following is a non-exclusive list of uses which are expressly prohibited:

(a) using the Website to commit or encourage unlawful acts, including unlawful copying of copyright material;

(b) misrepresenting the user’s identity or authority;

(c) distributing any type of virus or other device intended to cause nuisance, loss or corruption of any information on the Website or accessed through it, or of any systems used to operate the Website or any systems accessed through it;

(d) tampering with communications which are not the user’s, or making any alteration to any information on the Website;

(e) accessing or attempting to access other parties’ user accounts;

(f) hacking or attempting to hack any part of the Website, or any system used to run it, or any system accessed through the Website;

(g) disrupting the flow of communications in interactive areas;

(h) storing personal data derived from the Website;

(i) posting material which:

(i) infringes intellectual property rights;

(ii) defames or threatens other people or organisations;

(iii) is offensive, obscene or hateful, or which other users of the Website are likely to consider offensive, obscene or hateful.

(9) Use of this Website by members of the University is also subject to the University’s Rules for Computer Use.

(10) These terms are governed by English law, and the Courts of England have exclusive jurisdiction in relation to them.

(11) If any of these terms is found to be illegal or unenforceable by a court of competent jurisdiction, the term(s) in question will be severed; but the remaining terms will continue in force.

(12) The Careers Service collects e-mail addresses and other contact details, together with any comments provided voluntarily via this Website. The Careers Service also collects information on what pages are visited. This information is used to improve the content of the Website and to make contact for marketing purposes and for the supply of information. The Careers Service does not sell the personal information or pass it on to third parties in other ways.

WD290-072

© The University of Oxford 2002

This information was last updated on 29 October 2019.
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