Privacy

In summary

Your privacy is important to us and we take our role in maintaining your privacy very seriously. The following paragraphs detail who runs this website, our specific policies, and what that means for you.

This website (https://archive-cat.magd.ox.ac.uk) and other associated domains is an archive catalogue/search portal for the collections held by Magdalen College Archive. You are welcome to use, browse, and search the information on this site, subject to our terms and conditions. The website is delivered on the Epexio archive platform, and is hosted and provided by Metadatis Ltd on behalf of Magdalen College Archive.

While using this website, some information about you may be captured or stored relating to your browsing history. Anonymised usage information may be used to help improve this website and the underlying Epexio product. Certain features of this website may require you to provide additional information (such as an email address), when this is the case, we only use the information for the purpose described (such as emailing you a notification).

We hope you enjoy your visit to this website.

The Epexio Team

Who we are

https://archive-cat.magd.ox.ac.uk is a site provided by Metadatis Ltd on behalf of Magdalen College Archive.

Metadatis Ltd (we/us) is a limited company registered in England and Wales under company number 09152120. Our registered office address is:

Metadatis Ltd
100 Main Street
Sedgeberrow
Evesham
Worcestershire
WR11 7UF

Under data protection law, Metadatis Ltd act as a data processor for your personal data. We are registered under the ICO number ZA246788.

The data controller is Magdalen College Archive. Their registered address is:

Magdalen College, Oxford, OX1 4AU

Metadatis Ltd are committed to protecting and respecting your privacy. We process your data only for the purpose it was intended for, and would never sell your data in any form. This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Information we may collect from you

We may collect and process the following data about you:

Information submitted to one of our ‘Contact us’ forms is processed by us and passed on to Magdalen College Archive by email. We transmit email over a TLS (secure connection), but email is not a guaranteed secure transmission, and we recommend that you do not include private information, such as credit card details, in your message.

We will not use this data for any other purpose than to send on to the archive team (within Magdalen College Archive), and will not pass it on to any other third party. The data may be stored and retained securely on our hosting platform, located within the EU.

Email a record

You may have the option to request the site to send either a record, your search results, or your saved basket of records by email. If you choose to do this, the system will process your email address. Other than retaining some anonymised usage information for system analysis, we will not use this data for any other purpose, and will not pass it on to any other third party. Any data we store will be securely on our hosting platform, located within the EU.

User Generated Contributions

From time to time, Magdalen College Archive may choose to invite the public to contibute to the Catalogue and the descriptive data held within in it.

You may have the option to submit your own suggestions, amendments, or other content to the site. When using these contribution features, it is your responsibility to ensure that you do not upload content that contains personal or sensitive data and that it legal for you to upload that content. Sharing content with this site grants Magdalen College Archive an irrovacable license to use and incorporate this content within its archive databases.

Google Analytics

When someone visits https://archive-cat.magd.ox.ac.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. Google’s privacy policy can be viewed here.

The only (potentially) sensitive data point that Google Analytics routinely processes is an IP Address. IP Address are generally anonymous but can, in certain circumstances, be traced back to an individual. We have chosen to instruct Google Analytics to not store the last few numbers of each IP Address held. This allows us to see a rough indication of your location, but ensures that the IP Address used is anonymised. Technical details about this anonymisation can be found at https://support.google.com/analytics/answer/2763052

Google Analytics is used by the vast majority of websites. If you wish to opt out of Google Analytics, then the most effective way is to install a browser add-on. See here for more information.

Google Analytics information may be stored on US servers, where the transfer is governed by the EU-US Privacy Shield (see here)

You can read more about how we use cookies on our Cookies page.

Where we store your data

All the data processed by us is stored within the European Economic Area. Google Analytics information may be stored on US servers, where the transfer is governed by the EU-US Privacy Shield (see the specific section describing our use of Google Analytics, above).

Access to information

You are entitled to view, amend, or delete any personal information that we hold about you. Please email your request to privacy@metadatis.com

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page. The policy will be reviewed every six months.

Contact

If you have any questions about the processing of your data by Metadatis Ltd, please email privacy@metadatis.com.