Ellison Institute of Technology Terms of Use and Privacy Notice

The Ellison Institute of Technology, Oxford Limited (the “Institute”) is committed to delivering services that recognize and respect users’ privacy concerns. These Terms of Use and Privacy Notice (these “Terms”) are intended to inform you of our general policies and practices regarding our collection, use, and disclosure of the information that you submit to us and that we collect from you during your use of the www.EIT.org website (the “Site”). By accessing or using the Site, you agree to these Terms. By viewing this Site you are agreeing to these Terms.

The types of information we collect may vary depending on the specific area of the Site you visit or application you use. Accordingly, these Terms are intended to be a general statement and may be supplemented by more specific privacy notices that pertain to personal information exclusively associated with a specific department, unit or function.

Site Content

The Site contains official pages in support of the core mission of the Institute. It also contains webpages generated by groups or individuals whose expressed views do not necessarily represent the views of the Institute. The Institute does not actively monitor or control all web content on the Site. However, when the Institute receives a notification of an alleged violation of law, we investigate and address violations accordingly.

Unless otherwise expressly noted, you should assume everything you see, hear or otherwise receive from or on the Site (the “Content”) is intellectual property, such as copyright, trademark or trade dress . The Content includes, without limitation, images, illustrations, designs, artwork, icons, photographs, trademarks, logos, text, sounds, music, the Site as a whole and any other materials at the Site. ALL CONTENT IS PROVIDED TO YOU AS-IS and no guarantee, representation or warranty as to the accuracy of the Content or its applicability for use by you is provided.

The information in this Site is provided as a courtesy by the Institute. The views and opinions of individual authors do not necessarily state or reflect those of the Institute. References to specific products, processes or services do not constitute or imply recommendation or endorsement by the Institute.

Links to Outside Web Sites

The Site has numerous links to outside Internet pages, which might have information on health topics of interest to you. The Institute, however, does not sponsor or endorse any of these websites, nor does the Institute make any guarantee, warranty or representation regarding the accuracy of the information contained on the websites. In addition, the Institute has no control over the privacy or security practices of external websites. The user should read and understand the policies of all websites with respect to these practices. These links are provided for your general information and education only, and should NOT be relied upon for personal diagnosis or treatment. If you have questions, please contact a medical professional.

Our Information Collection and Use Practices

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:‍

• ‍Identifiers: Identity data includes first name, last name, username, or similar identifier, job title.‍
• Contact Information: Contact data includes billing address, address, email address and telephone numbers.‍
• Profile: Profile data includes your username and password, preference settings, company information and survey responses.‍
• Technical, Internet or Electronic Usage Data: Technical data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions,  operating system and platform, and other technology on the devices you use to access our services. Usage data includes information about how you use our website or services.‍
• Marketing Preferences: Marketing and communication data includes your preferences in receiving marketing from us and our partners and your communication preferences.‍
• Sensitive Personal Information: We may collect government issued identification numbers (e.g., social security, driver’s license, state identification card, passport number and account log-in (e.g., username and password to online account with us)) as part of a recruitment process or research.  We do not collect other racial, ethnic origin, or other sensitive personal data for recruitment unless express consent is provided.

We may also process other data in each of the categories above depending on the nature of the contract or consent provided. This collection and processing may be part of research performed by the Institute and will be provided in a separate privacy notice per mission or research project.

We may also collect, use and share aggregated data such as statistical or demographic data for any purpose. Aggregated data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example: we may aggregate your personal data to calculate the percentage of users accessing our website.

Where we need to collect personal data by law, or under the terms of contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have with you or execute the contract we are trying to enter into with you. In this case, we may have to cancel the service you have with us but we will notify you if this is the case.

We may reveal personally identifiable information about you to unaffiliated third parties:

• if you request or authorise it;
• if the information is provided to help complete a transaction with you;
• if the information is provided to comply with the law, applicable regulations, governmental and quasi-governmental requests, court orders or subpoenas, to enforce our Terms of Use or other agreements, or to protect our rights, property or safety or the rights, property or safety of our users or others (e.g. fraud protection, criminal activity, etc.);
• if the information is provided to our agents, outside vendors or service providers to perform functions on our behalf (e.g., analysing data, providing marketing assistance, providing customer service, processing orders, etc.); or
• as otherwise described in this Privacy Notice or in a more specific privacy notice associated with a particular mission, research project or function.

We may share information that does not personally identify you without restriction.

Children’s Privacy

The Institute does not knowingly collect or solicit information from anyone under the age of 13. The Site and the Content are not directed at children under the age of 13, except as general medical educational information. If the Institute is made aware of collecting information of a child under 13, we will delete this information.

Job Applicants

EIT Oxford or Ellison Institute of Technology, Oxford Limited (“We”, “Us”) are committed to protecting and respecting your privacy. This Privacy Notice (together with any other documents referred to herein) sets out the basis on which the personal data collected from you, or that you provide to Us, will be processed by Us in connection with our recruitment processes. Please read the following carefully to understand our views and practices regarding your personal data and how We will treat it.

For the purpose of the General Data Protection Regulation (“GDPR”) and the United Kingdom General Data Protection Regulation (“UK GDPR”) and the UK Data Protection Act 2018, the Data Controller is Ellison Institute of Technology, Oxford Limited.

We use online applications to assist with our recruitment process. We use these systems to process personal information as a data processor on our behalf. these systems are only entitled to process your personal data in accordance with our instructions.

Where you apply for a job opening posted by Us, these Privacy Notice provisions will apply to our processing of your personal information. Where you apply for a job opening via the application function on a job site or similar online service provider (“Partner”), you should note that the relevant Partner may retain your personal data and may also collect data from Us in respect of the progress of your application. Any use by the Partner of your data will be in accordance with the Partner’s Privacy Notice.

Your Personal Information

Information We collect from you

We collect and process some or all of the following types of information from you:

• Information that you provide when you apply for a role. This includes information provided through an online job site, via email, in person at interviews and/or by any other method.
• In particular, We process personal details such as name, email address, address, telephone number, date of birth, qualifications, experience, information relating to your employment history, skills and experience that you provide to Us.
• If you contact Us, We may keep a record of that correspondence.
• A record of your progress through any hiring process that We may conduct.
• Details of your visits to online application Websites including, but not limited to, traffic data, location data, weblogs and other communication data.

Information We collect from other sources

The online application systems provide Us with the facility to link the data you provide to Us, with other publicly available information about you that you have published on the Internet – this may include sources such as LinkedIn and other social media profiles.

The online application technology allows Us to search various databases – some publicly available and others not, which may include your personal data (include your CV or Resumé), to find possible candidates to fill our job openings. Where We find you in this way We will obtain your personal data from these sources.

We may receive your personal data from a third party who recommends you as a candidate for a specific job opening or for our business more generally.

Uses made of your information

Lawful basis for processing

We rely on legitimate interest as the lawful basis on which We collect and use your personal data. Our legitimate interests are the recruitment of staff for our business.

Purposes of processing

We use information held about you in the following ways:

• To consider your application in respect of a role for which you have applied.
• To consider your application in respect of other roles.
• To communicate with you in respect of the recruitment process.
• To enhance any information that We receive from you with information obtained from third party data providers.
• To find appropriate candidates to fill our job openings.
• To help our service providers such as the job sites through which you may have applied improve and develop their services.

Automated decision making/profiling

We may use technology to select appropriate candidates for Us to consider based on criteria expressly identified by us, or typical in relation to the role for which you have applied. The process of finding suitable candidates is automatic, however, any decision as to who We will engage to fill the job opening will be made by our staff.

Disclosure of Your Information

As set out above, We pass your information to our third party service providers who use it only in accordance with our instructions and as otherwise required by law.

How We store your personal data

Security

We take appropriate measures to ensure that all personal data is kept secure including security measures to prevent personal data from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where We are legally required to do so.

Where We store your personal data

The data that We collect from you and process using third party Services may be transferred to, and stored at, a destination outside the United Kingdom (“UK”) or the European Economic Area ("EEA"). It may also be processed by staff operating outside the UK or the EEA who work for Us or for one of our suppliers. Such staff maybe engaged in, among other things, the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.

In particular, your data may be accessible to third parties we engage. We use data processor agreements designed to help safeguard your privacy rights and give you remedies in the unlikely event of a misuse of your personal data. If you would like further information please contact Us (see email provided below). We will not otherwise transfer your personal data outside of the United Kingdom or EEA or to any organisation (or subordinate bodies) governed by public international law or which is set up under any agreement between two or more countries.

How long We keep your personal data

We will hold all the data for 6 months

Your personal information will be deleted on one of the following occurrences:

• receipt of a written request by you (or another person engaged by you) to us via our Subject request email.
• 6 months after a failed application for a role with Us

Further Use

If an Applicant gets a job with us, we store the application and other information upon which we relied in the Applicant’s personnel file and secure HR systems, and we may base post-employment decisions on it (including disciplinary actions). If the process does not result in employment the data will only be stored for 6 months.

Cookies and Website Analytics

We use cookies and similar technology to collect aggregate (non-personal) information about Site usage by all of our visitors and to help us remember you and your preferences when you revisit the Site. These cookies may stay on your browser into the future until they expire or you delete them. We also use technology to remember you the next time you log in. Some of these cookies are erased when you close your browser window and some persist for a period of time. You can decline cookies by adjusting your browser settings but some features of the Site may not function.

We may allow selected third parties to place cookies through the Site to provide us with better insights into the use of the Site or user demographics or to provide relevant advertising to you. These third parties may collect information about a user’s online activities over time and across different websites when they use our Site.

Some portions of the Site may use Google Analytics (or other similar web analytics tools) to collect information about visitor traffic and behaviour. This allows us to identify usage trends and to improve the performance and content of the Site.

We do not use this tool to collect or store your personal information, and it cannot be used to identify who you are.

You can use the Google Analytics Opt-Out Browser Add-on to disable tracking by Google Analytics.

We currently do not use technology that responds to do-not-track signals from your browser.‍

• ‍Necessary cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the Site will not then work. These cookies do not store any personally identifiable information.‍
• Targeting Cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.‍
• Analytic Cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of the Site. They help us to know which pages are the most and least popular and see how visitors move around the Site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited the Site and will not be able to monitor its performance.‍
• Functional cookies: These cookies enable the Site to provide enhanced functionality and personalization. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies, then some or all of these services may not function properly.‍
• Social Media Cookies: These cookies are set by a range of social media services that we have added to the Site to enable you to share our content with your friends and networks. They are capable of tracking your browser across other sites and building up a profile of your interests. This may impact the content and messages you see on other websites you visit. If you do not allow these cookies you may not be able to use or see these sharing tools.

Please see below for the list of cookies we might use.

International Transfer and Disclosure of Personal Information

We are involved in programs and activities in a variety of countries. We may disclose and transfer your personal information worldwide (including outside the European Economic Area, if you are based in the European Economic Area) for any purpose relating to our mission, operations, programs, or otherwise that is not allowed or prohibited by these Terms. This will be done under the legal basis of, consent, contract, vital interest, legal obligation, or legitimate interest. The transfer of data may also result as part of scientific or statistical research. We have taken specific steps, in accordance with the applicable data protection law, to protect your personal data.  In particular, we will strive to restrict the transfer of your personal data to countries that have been deemed to provide an adequate level of protection for personal data. Transfers of personal data outside of your home country will take place only where the organization receiving the personal data has provided us with adequate safeguards, and subject to a written agreement, in line with applicable data protection laws.

How Long We Keep Personal Data

We retain your personal data in an identifiable format for the least amount of time necessary to fulfil our legal or regulatory obligations and for our business purposes. We may retain your personal data for a longer period when there is a specific legal requirement to do so, for example in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you. We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances, we may anonymise your personal data for statistical purposes in which case we may use this information indefinitely without further notice to you.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Security

If we or a recipient is required to provide notice of unauthorized access or other invasion of certain security systems, you agree that we (or they) may do so when required (or voluntarily) by posting notice on the Site or sending notice to any email address we have for you, in our (or their) good faith discretion. You agree that notice to you will count as notice to others for whom you are acting, and agree to pass the notice on to them.

Protecting your information and your privacy is extremely important to us. Being entrusted with some of your most valuable data, we have set high standards for data security. We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed, altered or disclosed in unauthorised manner.

We store all personal data provided to us behind firewalls on servers employing security protections. The safety and security of your information also depends on you. Where we have given you (or where you have chosen) a password for access to certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

Your Privacy Rights and How To Contact Us

Under certain circumstances, you have privacy rights under the data protection laws in relation to your personal data. For residents of jurisdictions without privacy rights, we will consider requests but will apply our discretion in how we process such requests.

Subject to certain exceptions, the common privacy laws afford individuals the following rights:

Request access to your personal data;
This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data we hold about you;
This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data;
This enables you to ask us to delete or remove your personal data. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing, where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. We may, however, keep some of your data to comply with the law or regulatory purposes but we will evaluate your request within applicable data protection laws.

Object to processing of your personal data;
In certain circumstances you can object to our processing of your personal data. You have the absolute right to object where we are processing your personal data for direct marketing purposes. You can exercise this right at any time by contacting us.

You have the right to opt out of automated decision-making;
Including profiling, that we may use to evaluate certain qualifications as part of the recruitment process, however all decisions will involve humans at some point of the process.

Portability of your personal data;
Request the transfer of your personal data to you or to a third party.

We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine readable format. This right applies to information which you have provided consent for us to use or where we used the information to perform a contract with you.

Request restriction of processing of your personal data;
This enables you to ask us to suspend the processing of your personal data in the following scenarios:

• If you want to establish the data’s accuracy.
• Where our use of the data is unlawful, but you do not want us to erase it.
• Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
• If you have objected to our use of your data, but we need to verify whether we have overriding legitimate grounds to use it.

Withdrawal consent at any time where we are relying on consent to process your personal data.‍
If you withdraw your consent, we may not be able to provide certain Services to you. We will advise you if this is the case at the time you withdraw your consent. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent.

You have the right to not be discriminated against for exercising your rights. We will not discriminate against you, deny you services, or provide you with a lesser quality of services if you exercise any of your rights.

If you wish to exercise any of the rights set out above, you may reach out to us by emailing us at Dataprotection-Oxford@eit.org. Please note that before we process your request, we may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a safeguard to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

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Disclaimers and Limitation of Liability

YOU AGREE THAT YOUR USE OF THE SITE AND THE CONTENT SHALL BE AT YOUR SOLE RISK. TO THE FULLEST EXTENT PERMITTED BY LAW, THE INSTITUTE, ITS MEMBERS, OFFICERS, DIRECTORS, EMPLOYEES, AND AGENTS DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, IN CONNECTION WITH THE SITE AND YOUR USE THEREOF. THE INSTITUTE MAKES NO GUARANTEES, WARRANTIES OR REPRESENTATIONS ABOUT THE ACCURACY OR COMPLETENESS OF THE SITE’S CONTENT OR THE CONTENT OF ANY SITES LINKED TO THE SITE, AND ASSUMES NO LIABILITY OR RESPONSIBILITY FOR ANY DIRECT, INDIRECT, INCIDENTAL, SPECIAL, PUNITIVE, OR CONSEQUENTIAL DAMAGES WHATSOEVER RESULTING FROM ANY (I) ERRORS, MISTAKES, OR INACCURACIES OF THE CONTENT, (II) PERSONAL INJURY OR PROPERTY DAMAGE, OF ANY NATURE WHATSOEVER, RESULTING FROM YOUR ACCESS TO AND USE OF THE  SITE, (III) ANY UNAUTHORIZED ACCESS TO OR USE OF OUR SERVERS AND/OR ANY AND ALL PERSONAL INFORMATION AND/OR FINANCIAL INFORMATION STORED THEREIN, (IV) ANY INTERRUPTION OR CESSATION OF TRANSMISSION TO OR FROM THE SITE, (IV) ANY BUGS, VIRUSES, TROJAN HORSES, OR THE LIKE WHICH MAY BE TRANSMITTED TO OR THROUGH THE SITE OR CONTENT BY THE INSTITUTE OR BY ANY THIRD PARTY, OR (V) ANY ERRORS OR OMISSIONS IN ANY CONTENT OR FOR ANY LOSS OR DAMAGE OF ANY KIND INCURRED AS A RESULT OF THE USE OF ANY CONTENT POSTED, EMAILED, TRANSMITTED, OR OTHERWISE MADE AVAILABLE VIA THE SITE, WHETHER BASED ON WARRANTY, CONTRACT, TORT, OR ANY OTHER LEGAL THEORY, AND WHETHER OR NOT THE INSTITUTE IS ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. THE FOREGOING LIMITATION OF LIABILITY SHALL APPLY TO THE FULLEST EXTENT PERMITTED BY LAW IN THE APPLICABLE JURISDICTION. THE INSTITUTE DOES NOT WARRANT, ENDORSE, GUARANTEE, OR ASSUME RESPONSIBILITY FOR ANY PRODUCT OR SERVICE ADVERTISED OR OFFERED BY A THIRD PARTY THROUGH THE SITE OR ANY HYPERLINKED SERVICES OR FEATURED IN ANY BANNER OR OTHER ADVERTISING, IF ANY, AND THE INSTITUTE WILL NOT BE A PARTY TO OR IN ANY WAY BE RESPONSIBLE FOR MONITORING ANY TRANSACTION BETWEEN YOU AND THIRD-PARTY PROVIDERS OF PRODUCTS OR SERVICES.

YOU SPECIFICALLY ACKNOWLEDGE THAT THE INSTITUTE SHALL NOT BE LIABLE FOR THE CONTENT OR THE DEFAMATORY, OFFENSIVE, OR ILLEGAL CONDUCT OF ANY THIRD PARTY AND THAT THE RISK OF HARM OR DAMAGE FROM THE FOREGOING RESTS ENTIRELY WITH YOU.

The Institute makes no representations that the Site or Content is appropriate or available for use in locations outside of the UK. Those who access or use the Site from other jurisdictions do so at their own volition and are responsible for compliance with local laws.

Indemnification

You assume full responsibility for any use of any information, goods or services offered on or through the Site. You understand and agree that the Institute will not be responsible or liable for any claim, loss or damage arising from the use of any information, goods or services or other Content.

To the fullest extent permitted by law, you agree to indemnify, defend (by counsel reasonably acceptable to the Institute), and hold harmless the Institute, its members, officers, directors, employees and agents (collectively, the “Indemnitees”), from and against any and all claims, damages, obligations, losses, liabilities, costs or debt, and expenses (including but not limited to attorney’s fees, expert witness fees and costs incurred by the Indemnitees, with respect to any direct or third party claim, suit or action asserted against any of the Indemnitees, whether or not a lawsuit or other proceeding is filed (collectively “Claims”), that arise out of or relate to: (a) your use of and access to the Site and/or Content; (b) your violation of any term of these Terms of Service; (c) your actual or alleged violation of any third party rights, including without limitation any patent, trademark, copyright, trade secret, property, or privacy rights; (d) your failure to comply with any applicable laws, rules, or regulations; (e) your use of any third party websites found on the Site or the products or services advertised by third parties on the Site; or (f) any claim that your use of the Content caused damage to a third party. You shall not enter into any settlement, stipulated judgment or other arrangement with respect to such Claims that (i) imposes any obligation on Indemnitees, (ii) does not unconditionally release Indemnitees from all liability, or (iii) would have an adverse effect on the Institute’s reputation or business, without the Institute’s prior written consent. Notwithstanding the above, Indemnitees, at their expense, shall have the right to retain separate independent counsel to assist in defending any such Claims. In the event you fail to promptly indemnify and defend such Claims and/or pay Indemnitees’ expenses as provided above, Indemnitees shall have the right, but not the obligation, to defend themselves, and in that case, you shall reimburse Indemnitees for all of their reasonable attorney’s fees, costs and damages incurred in settling or defending such Claims within thirty (30) days of each of Indemnitees’ written requests. This indemnity shall be a direct payment obligation and not merely a reimbursement obligation of you to Indemnitees. This defence and indemnification obligation will survive these Terms of Service and your use of the Service.

Termination

Your failure to comply with the Terms automatically revokes your authorization to use the Site and terminates any and all rights granted to you under the Terms. Your obligations to the Institute will survive the termination of your rights under the Terms, including without limitation our ownership of the Content, restrictions regarding use of the Content, disclaimers, indemnification obligations and liability limitations. Upon termination of your rights, you must promptly destroy all Content downloaded or obtained from this Site, as well as all copies of any Content.

Applicable Law

The Terms, and all non-contractual disputes or claims, will be construed according to English law. Any dispute arising under or relating to the Terms, the Content, the use of the Site, or any services obtained using the Site, including all non-contractual disputes or claims, will be resolved exclusively by the English courts. Your use of the Site constitutes your irrevocable consent and agreement to submit to the exclusive jurisdiction of English law and venue of the English courts  with respect to such dispute, and waive any right to contest or otherwise object to such exclusive jurisdiction or venue.

Updates to these Terms

The Institute reserves the right to modify these Terms at any time. We encourage visitors to frequently check this page for any changes to these Terms. If we make changes, we will post an updated effective date below. Your continued use of the Site after any change in this these Terms will constitute your acceptance of such change.

These terms were last updated 20^th December 2024