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About these terms

This Portal is subject to the following terms and conditions of use (these ‘Terms’).

This Portal is hosted and managed by Tata Consultancy Services Ltd (‘TCS’) on behalf of University of Oxford (‘Oxford’)

The School, college or other institution on whose behalf the Portal is being used (you or your) agrees to these Terms.

You should read these Terms carefully before using the Portal. By using the Portal or otherwise indicating your consent, you agree to be bound by these Terms. If you do not agree with any of these Terms, you should stop using the Portal immediately.

Designation of Test Centres

This Portal is designed to allow an eligible school, college or similar institution to make an application to Oxford to be designated as an approved Test Centre at which candidates can register to take the Oxford Admission Tests remotely (a ‘Test Centre’).

The conditions necessary to be eligible to be designated as a Test Centre are set out in the University of Oxford undergraduate admissions centre compliance requirements’ which is available in SEE ALSO section (the ‘Eligibility Conditions’).

You confirm that you comply with the ‘Eligibility Conditions’ today, and agree to continue to comply with them for so long as you remain a designated Test Centre.

If you have any questions about the Site, please contact oxford.testcentresupport@tcs.com

Using the Portal

The Portal is for your use only.

You agree that you are solely responsible for all costs and expenses you may incur in relation to your use of the Portal.

We make no promise that the Portal is appropriate or available for use in locations outside of the UK. If you choose to access the Portal from locations outside the UK, you acknowledge you do so at your own initiative and are responsible for compliance with local laws where they apply.

We try to make the Portal as accessible as possible. If you have any difficulties using the Portal, please contact us using the contact details at the top of this page.

As a condition of your use of the Portal, you agree not to: misuse or attack our Portal by knowingly introducing viruses, trojans, worms, logic bombs or any other material which is malicious or technologically harmful (such as by way of a denial-of-service attack); or attempt to gain unauthorised access to our Portal, the server on which our Portal is stored or any server, computer or database connected to our Portal.

We may prevent or suspend your access to the Portal if you do not comply with these Terms or any applicable law.

Registration and password security

We are not obliged to permit anyone to register with the Portal and we may refuse, terminate or suspend registration to anyone at any time.

You are responsible for making sure that your password and any other account details are kept secure and confidential.

If we have reason to believe there is likely to be a breach of security or misuse of the Portal through your account or the use of your password, we may notify you and require you to change your password, or we may suspend or terminate your account.

Any personal information you provide to us as part of the registration process, such as the name and contact details of the individual interacting with the Portal on your behalf, will be processed in accordance with:

Oxford’s Privacy Policy available at https://compliance.admin.ox.ac.uk/data-protection-policy and

TCS’ Privacy Policy available in See Also

which explains what personal information we collect from this Portal, how and why we collect, store, use and share such information, an individual’s rights in relation to their personal information and how to contact us and supervisory authorities in the event you have a query or complaint about the use of personal information.

Ownership, use and intellectual property rights

The intellectual property rights in the Portal and in any text, images, video, audio or other multimedia content, software or other information or material submitted to or accessible from the Portal (‘Content’) are owned by either Oxford or TCS.

Oxford and TCS reserve all intellectual property rights (including, but not limited to, all copyright, trade marks, domain names, design rights, database rights, patents and all other intellectual property rights of any kind) whether registered or unregistered anywhere in the world. This means, for example, that Oxford and TCS remain owners of them and are free to use them as we see fit.

Nothing in these Terms grants you any legal rights in the Portal or the Content other than as necessary for you to access it. You agree not to adjust, try to circumvent or delete any notices contained on the Portal or the Content (including any intellectual property notices) and in particular, in any digital rights or other security technology embedded or contained within the Portal or the Content.

Trade marks and trade names may also be used on the Portal or in the Content. Use by you of any trade marks on the Portal or in the Content is strictly prohibited unless you have prior written permission from Oxford or TCS.

Submitting information to the site

While we try to make sure that the Portal is secure, we do not actively monitor or check whether information supplied to us through the Portal is confidential, commercially sensitive or valuable.

Other than any personal information which will be dealt with in accordance with our Privacy Policy, we do not guarantee that information supplied to us through the Portal will be kept confidential and we may use it on an unrestricted and free-of-charge basis as we reasonably see fit.

Accuracy of information and availability of the Portal

We try to make sure that the Portal is accurate, up-to-date and free from bugs, but we cannot promise that it will be. Furthermore, we cannot promise that the Portal will be fit or suitable for any purpose. Any reliance that you may place on the information on the Portal is at your own risk.

We may suspend or terminate access or operation of the Portal at any time as we see fit.

While we try to make sure that the Portal is available for your use, we do not promise that the Portal will be available at all times or that your use of the Portal will be uninterrupted.

Our responsibility to you

If we breach these Terms or are negligent, we are liable to you for foreseeable loss or damage that you suffer as a result. By ‘foreseeable’ we mean that, at the time these Terms were formed, it was either clear that such loss or damage would occur or you and we both knew that it might reasonably occur, as a result of something we did (or failed to do).

We are not liable to you for any loss or damage that was not foreseeable, any loss or damage not caused by our breach or negligence, or any business loss or damage.

Nothing in these terms excludes or limits our liability for any death or personal injury caused by our negligence, liability for fraud or fraudulent misrepresentation, or any other liability that the law does not allow us to exclude or limit.

The extent of the parties’ liability under or in connection with this Agreement (regardless of whether such liability arises in tort, contract or in any other way and whether or not caused by negligence or misrepresentation) shall be as set out in this clause.

Subject to the above: the aggregate total liability of TCS and Oxford to you under or in connection with the Portal (regardless of whether such liability arises in tort, contract or in any other way and whether or not caused by negligence or misrepresentation) shall not exceed £10,000.

Neither Oxford nor TCS shall be liable for consequential, indirect or special losses.

Miscellaneous

Neither Oxford nor TCS shall be liable to you if we fail to comply with these Terms because of circumstances beyond our reasonable control.

No one other than TCS, Oxford or you has any right to enforce any of these Terms.

TCS and Oxford reserve the right to vary these Terms from time to time. Updated Terms will be displayed on the Portal and by continuing to use and access the Portal following such changes, you agree to be bound by any variation made by us. It is your responsibility to check these Terms from time to time to verify such variations. Otherwise, no changes to these Terms are valid or have any effect unless agreed by us in writing.

Complaints

We will try to resolve any disputes with you quickly and efficiently. If you are unhappy with us, please contact us as soon as possible at: oxford.testcentresupport@tcs.com

The laws of England and Wales apply to these Terms, although if you are resident elsewhere you will retain the benefit of any mandatory protections given to you by the laws of that country.

Any disputes will be subject to the non-exclusive jurisdiction of the courts of England and Wales. This means that you can choose whether to bring a claim in the courts of England and Wales or in the courts of another part of the UK in which you live.

WHAT IS THE PURPOSE OF THIS DOCUMENT

TATA Consultancy Services Limited, (“TCS” or “we”). Issues this notice in its capacity as a data processor under a written contract with University of Oxford, the data controller. TCS is committed to protecting the privacy and security of your personal data in accordance with our legal and contractual obligations.

This privacy notice describes how we collect and use personal data about you throughout your interaction with the Portal in accordance with the UK Data Protection Act (2018) and UK General Data Protection Regulation (UK GDPR).

This notice applies to any person who registers on the Portal or is registered by an approved educational establishment.

It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you, so that you are aware of how and why we are using such information.

DATA PROTECTION PRINCIPLES

We will comply with applicable data protection laws. This means that the personal data we hold about you must be:

1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only to those purposes.
4. Accurate and kept up to date.
5. Kept only as long as necessary for the purposes we have told you about.
6. Kept securely.

THE KIND OF INFORMATION WE HOLD ABOUT YOU

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

We will collect, store, and use the following categories of personal data about you:

1. Name
2. Email Address
3. Educational Establishment
4. Location

HOW IS YOUR PERSONAL DATA COLLECTED

We collect personal data about candidates through your registration on the portal either directly from you or from your educational establishment.

HOW WE WILL USE INFORMATION ABOUT YOU

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

1. Where we need to facilitate your access to the portal
2. Where we need to comply with a legal obligation.
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

We may also use your personal data in the following situations, which are likely to be rare:

1. Where we need to protect your interests (or someone else’s interests).
2. Where it is needed in the public interest or for official purposes.

We need all the categories of information in the list above primarily to enable us to comply with legal obligations. In some cases we may use your personal data to pursue legitimate interests of our own or those of third parties, provided your interests and fundamental rights do not override those interests. The situations in which we will process your personal data are listed below.

1. Administration of your access to the Portal and associated services
2. Provide your contact Details to your educational establishment
3. To provide communications related to examination/courses

Some of the above grounds for processing will overlap and there may be several grounds, which justify our use of your personal data.

 If you fail to provide certain information when requested, we may not be able progress your or your team application, or comply with our obligations under Health and Safety legislation.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

DATA SHARING

We may have to share your data with third parties, including third-party service providers and other entities involved. We require third parties to respect the security of your data and to treat it in accordance with the law. We may transfer your personal data outside the EU/EEA. If we do, you can expect a similar degree of protection in respect of your personal data.

We will share your personal data with third parties where required by law, where it is necessary to administer your registration and activities on the portal or where we have another legitimate interest in doing so.

”Third parties” includes third-party service providers (including contractors and designated agents) and other entities including.

1. Your educational establishment
2. Examination Boards
3. Named examination officials

DATA SECURITY

We have put in place measures to protect the security of your information. Details of these measures are available upon request to DPO.UKI@TCS.COM

Third parties will only process your personal data on our instructions and where they have agreed to treat the information confidentially and to keep it secure.

We have put in place appropriate technical, organizational and security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorized way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. 

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

DATA RETENTION

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, accounting, or reporting requirements. Details of retention periods for different aspects of your personal data are available in our retention policy. 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 anonymize your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.

DATA SUBJECT RIGHTS

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.

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). 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 that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal 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 personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (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. You also have the right to object where we are processing your personal data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing it.
• Request the transfer of your personal data to another party.

If you want to exercise a data subject right please contact DPO.UKI@TCS.COM

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact dpo.uki@tcs.com Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

DATA PROTECTION OFFICER

We have appointed a data protection officer (DPO) to oversee compliance of TCS with applicable data protection laws and with this privacy notice. If you have any questions about this privacy notice or how we handle your personal data, please contact the DPO at DPO.UKI@TCS.COM

DATA PROTECTION SUPERVISORY AUTHORITY

You have the right to make a complaint at any time to the Information Commissioner Office

1. https://ico.org.uk/global/contact-us/contact-us-public/

CHANGES TO THIS PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal data.