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Privacy Policy

Last updated: 21 November 2019 10:00 (BST)

Who we are

St John’s College JCR represents undergraduate students at St John’s College, Oxford. The JCR is an excepted charity under the Charities (Exception from Registration) Regulations 2010 and a Student Union for the purposes of the Education Act 1994.

Our website address is:

What personal data we collect and why we collect it

Room Reviews

When visitors leave room reviews on the site we collect the data shown in the form, and also the visitor’s IP address and browser user agent string to help spam detection.


If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Contact forms

We will only retain the data you submit via a form for as long as is necessary to respond to the contents of your submission. 

  • The contents of your form will be emailed to the person(s) responsible for responding to your enquiry, who will be specified on the form page.
  • Each contact form will specify at what point your personal data will be automatically deleted from the Website server.
  • The JCR IT Officer and JCR Secretary will have access to all form entries on the Website server, except those entries that have been automatically deleted.
  • Your IP address may be collected for the purpose of spam detection, but will be deleted when the form entry is from our servers.

Payments / Shop

While you visit our site, we’ll track:

  • Products you’ve viewed: we’ll use this to, for example, show you products you’ve recently viewed
  • Location, IP address and browser type: we’ll use this for purposes like estimating taxes and shipping

When you purchase from us, we’ll ask you to provide information including your name, billing address, email address, phone number and credit card/payment details. We’ll use this information for purposes, such as, to:

  • Send you information about your account and order
  • Respond to your requests, including refunds and complaints
  • Process payments and prevent fraud
  • Comply with any legal obligations we have, such as calculating taxes
  • Improve our store offerings

We generally store information about you for as long as we need the information for the purposes for which we collect and use it, and we are not legally required to continue to keep it. This includes your name, email address and billing address. All personal data related to completed (successful) orders will be deleted automatically, 6 months after the completion date.


If you leave a comment/review on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If, as an admin, you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, forms, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.


We do not perform any analytics using third-party plugins.

Who we share your data with

Your data will be visible to administrators of the website, but will otherwise remain solely within the control of St John’s College JCR. St John’s College JCR does not share data with third parties without your permission, but would not routinely share information with any other organisation expect St John’s College. Where we may share data with St John’s College, this will always be clearly indicated and will not occur without your express permission.

How long we retain your data

If you leave a comment/review, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

What rights you have over your data

If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service.


Any questions you may have about the Privacy Policy should be directed to the JCR IT Officer (