Privacy Policy

This Privacy Policy was last updated on 23/11/2020.

Scope

This Privacy Policy covers the information OASIS collects about you when you use the OASIS Service. The OASIS service is defined as the information collected within the OASIS form, and your use of the form. The OASIS Service has been developed by the Archaeology Data Service (ADS) on behalf of Historic England (HE), Historic Environment Scotland (HES), the Royal Commission on the Ancient and Historical Monuments of Wales (RCAHMW), and the Northern Ireland Historic Environment Division (HED). When discussing the OASIS service, these organisations are referred as a unit as ‘us’ or ‘we’ in this Privacy Policy.

Personal Information is information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Information you provide to us:

OASIS collects information about you when you register for an account, create or modify your profile, or set preferences. This is usually:

  • Your name, including title
  • Your email address
  • If relevant, your ORCID Identifier
  • If registering for an organisation: the postal address of that organisation.

OASIS also collects information about you provide it directly to us, for example by email during a helpdesk enquiry.

Information we collect automatically when you use our Services:

OASIS uses cookies to provide functionality within our services and to recognize you across different Services and devices. For more information, please see our Cookie Policy, which includes information on how to control or opt out of these cookies.

OASIS only collects and processes information about you where we have a legal basis for doing so under applicable EU laws. This means we collect and use your information only where:

  • OASIS needs it to operate our Services, provide customer support and to protect the safety and security of the Services;
  • It satisfies a legitimate interest (which is not overridden by your data protection interests), such as for archiving purposes in the public interest and to protect our legal rights and interests;
  • You give us consent to do so for a specific purpose; or
  • We need to process your data to comply with a legal obligation.

Below are the specific purposes for which we use the information we collect about you.

To provide the Services

OASIS uses the personal information that you provide to OASIS to; authenticate you when you log in to the service, for issuing licences for your reports, and to operate and maintain the OASIS Service relevant to your account. Personal information required to provide our Services is retained into perpetuity for the purposes of account and/or archive management, unless requested otherwise.

To communicate with you about our Services

OASIS uses the personal information you have provide to the OASIS to communicate with you about our Services via email, including sending you automatic notifications, security alerts, and administrative messages related to OASIS Services. Personal information is retained into perpetuity for the purposes of account and/or archive management, unless requested otherwise.

Customer support:

OASIS use your information to resolve technical issues you encounter, to respond to your requests for assistance, and to repair and improve the Services. Personal details provided as part of general customer support enquiries will be kept in line with the receiving organisations Privacy Policy:

To promote and drive engagement with our Services:

To protect our legitimate business interests and legal rights: Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we may use information about you in connection with legal claims, compliance, regulatory, and audit functions.

With your consent:

OASIS may use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials to promote the OASIS Services or publish survey responses for a specific purpose with your permission.

Personal information provided to the OASIS service may be shared with our joint data controllers for this service; Historic Environment Scotland, Historic England, and Northern Ireland Historic Environment Division. All personal information shared with these organisations will be protected under their individual Privacy Policies. Please follow the links provided to find out more about these Policies. Personal information, limited to name, organisation and email address may also be shared with the Historic Environment Record and Museum/Archive responsible for reviewing the OASIS record.

OASIS does not share personal data with any third-party organisation in any other instance than those stated above.

Links to Third Party Sites:

OASIS Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third-party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the Privacy Policy of any website you visit.

OASIS is hosted by the, ADS who use the University of York IT services to help maintain the security and performance of the ADS Services. Find out more about the University of York’s Information Security Policy. The ADS also have their own Security Procedures to ensure the safety of data deposited with us.

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format.

You can exercise some of the choices by logging into the Services and using settings available within the Services or your OASIS account.

Access and update your information:

OASIS gives you the ability to access and update certain information about you from within the Service by accessing your user profile information from your account.

Deactivate your account:

If you no longer wish to use our Services please contact oasis@ads.ac.uk. Please be aware that deactivating your account may not delete your information; your information may remain visible to other Service users based on your past participation within the Service.

Delete your information:

OASIS give you the ability to access and update certain information about you from within the Service by accessing your user profile information from your account. To delete any information not possible from an account profile page or do delete an account contact oasis@ads.ac.uk. Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Request that we stop using your information:

In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe a report contains your personal data without your permission, you can request via oasis@ads.ac.uk that we delete your personal information as provided in this policy. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honoured or the dispute is resolved. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time.

Opt out of communications:

You may opt out of receiving automated communications from OASIS by using the Notification service within your personal account. Please note, however, that you will still continue to receive transactional messages from us regarding provision of our Services after you opt out from receiving automated messages.

OASIS keeps this Privacy Policy under regular review, and it may change from time to time. We will indicate any changes and clearly state the date of last update to this Privacy Policy on this page. Any significant changes will be prominently indicated on our homepages, and account login screens.

If you have any questions you can contact the ADS at:
Email: oasis@ads.ac.uk
Telephone: +44 (0)1904 323954
Archaeology Data Service
Department of Archaeology
University of York
The King's Manor
Exhibition Square
York, YO1 7EP