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DATA PRIVACY STATEMENT (Employee Data)

Oxford University Press has a new HR Information System, called Oxford People, which will be rolled out and used
across the whole of the Oxford University Press group worldwide. Oxford People is a replacement for the HR
systems in use today.
Oxford People is used to store personal data for HR purposes. Oxford University Press recognizes the need to treat
such data in an appropriate and lawful manner. The purpose of this Data Privacy Statement is to make you aware
of how Oxford University Press will handle your personal data.
The Oxford University Press entity which employs you is the data controller in respect of, and is responsible for,
your personal data within Oxford People, and more generally.
What personal data will be held in Oxford People?
Oxford People will be used to store the data which Oxford University Press currently collects, uses, processes
and/or transfers ('processes') for HR purposes. In some countries, Oxford People may allow us to collect more
personal data elements for the purposes set out below.
How will Oxford University Press use this information?
Oxford University Press will use this personal data for the same purposes as the current HR processes i.e. to
establish and manage the employment relationship and to enable you to perform your job. For further information
about these purposes, see the section entitled 'Additional Information about Employee Data at Oxford University
Press'.
Where will the information be stored and who will use it?
Oxford People is powered by SAP's SuccessFactors product and is hosted in SAP's German data centre, backed up
in The Netherlands.
HR data will be made available to certain staff across the Oxford University Press group worldwide where this is
necessary to manage the employment relationship. This may be because your immediate line manager is based
outside your country of employment, or reports to someone based outside that country, or because staff within
the HR and IT functions, who are providing support, are located outside your country of employment. Some data
stored in Oxford People may be accessible to certain of these staff via a mobile application.
Data will also be transferred from Oxford People to third parties who need this to provide employment related
services. For example, this would include payroll and pension providers and third parties who manage learning,
compliance, and health and safety systems on behalf of Oxford University Press.
Where can you find out more information?
More detailed information about the data held in Oxford People and in Oxford University Press's other HR systems,
and the how this information is used, is set out in the section entitled 'Additional Information about Employee
Data at Oxford University Press'.
Consent
To meet requirements of data protection law in some countries, and as a matter of best practice, Oxford University
Press will ask for your consent to process HR related data about you as described above and in the section entitled
'Additional Information about Employee Data at Oxford University Press'.

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ADDITIONAL INFORMATION ABOUT EMPLOYEE DATA AT OXFORD UNIVERSITY PRESS


Oxford University Press will hold personal data about you in Oxford People and may hold personal data about you
in other systems as well.
In accordance with, and where permitted by, applicable law, this information may include:

information to identify you, to allow us to contact you and other personal information
o

job-related information
o

professional experience, education, performance history, training records

information about your dependents


o

salary, benefits and bank details

professional and educational details


o

title, dates of employment, hours worked, key employment contract terms, nationality (or
country, region or place of birth), immigration status, visa and passport information

compensation information
o

your name, gender, date of birth, home address, phone number, employee ID number, national
personal ID number where permitted and marital status and emergency contact information

information about dependents (name, date of birth or adoption, gender and national personal ID
number) where necessary for the provision of applicable benefits, guarantees or relocation
assistance

equality programme information


o

Ethnicity, disability or other special status which OUP is required to monitor to ensure equal
treatment (but only where permitted by law)

military service information where required to be collected

expense records (such as details of out of pocket expenses, corporate credit cards, company cars or
private cars where an allowance is claimed and mobile phone costs),

information concerning performance, career plans and, where permissible, about breach of company
policies or laws,

medical leave information, medical certificates, other documents required to confer special benefit
status, such as information concerning pregnancy status and age of children, etc. where applicable, and

in certain countries, information about trade union affiliation and religious belief if you have asked us to
make payments to trade unions or for church or other tax on your behalf.

Oxford University Press processes this personal data:

to establish and manage the employment relationship and to enable you to perform your job. This
includes recruiting, administration of compensation and benefits, performance and talent management,
training and leadership development, employee surveys, managing absence, medical insurance,
occupational health, retirement plans, stock plans, expense management and professional travel and
preparation of business-related reports and analysis

to allow Oxford University Press to perform its business, in particular to provide access to Oxford
University Press offices and to develop and manage IT and communication systems, such as e-mail,
telephone and internet access and company directories

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to protect the security of Oxford University Presss assets and enforce company policies, including
monitoring communications where permitted by local law and in accordance with Oxford University
Presss information security and data privacy policies and standards.

to ensure compliance with applicable laws and to protect Oxford University Presss legitimate business
interests including, but not limited to, use in connection with legal claims, compliance, regulatory,
investigative and disciplinary purposes (including disclosure of information in connection with litigation).

Personal data may be shared with members of the Oxford University Press group, government authorities and/or
law enforcement officials if required for these purposes, if required by law, and/or for the protection of Oxford
University Presss legitimate interests. Personal data may also be shared with third party service providers, who
will process it on behalf of Oxford University Press for the purposes above. Such third parties include, but are not
limited to, payroll service providers, IT service providers, travel agencies, banks, credit card companies, brokers,
medical insurance providers and training providers.
The Oxford University Press entity which employs you is the data controller in respect of, and is responsible for,
your personal data within Oxford People, and more generally.
Where Oxford University Press requires information to comply with legal or contractual obligations, then provision
of such data is mandatory. If it is not provided, we will not be able to manage the employment relationship, or to
meet our obligations. In all other cases, provision of requested personal data is optional. However, if you do not
provide information, or do not provide consent for Oxford University Press to process your personal data for
certain purposes, this may, for example, affect your eligibility to participate in programmes and to take up
benefits.
Your personal data may be retained by Oxford University Press for as long as necessary to achieve the purposes
specified above and/or as required by law. Further information about our approach to data retention in respect of
data stored in Oxford People will be available on the new Group HR site on Oxford Share in the near future.
Some Oxford University Press employees may have rights under applicable data protection law to access, rectify,
block and delete personal data, to object to the processing of personal data and to request an explanation about
the processing. In some countries, there are exceptions to these rights - for example, if Oxford University Press is
legally prevented from disclosing information. In the first instance, you are invited to use the Self-serve facility in
Oxford People for these matters. If you have additional queries, you may raise them by contacting your local HR
Manager. Some Oxford University Press employees may also be able to seek a remedy through the courts or your
national data protection authority if you believe that your rights have been breached.
This Data Privacy Statement is drafted in the English language. If this Data Privacy Statement is translated into any
other language, the English language version shall prevail, except as required by applicable law.
If you or your employing entity are located in a country listed in the Appendix below, then you should also be
aware of the specific provisions for that country set out in the Appendix.

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APPENDIX: Country-specific information


The country-specific information in this Appendix (where it applies to you) will take priority if it conflicts with the
information above.
Where this Appendix refers to particular laws or regulations ('Laws'), in the event of any amendment, modification,
extension, consolidation, replacement or re-enactment of any such Laws, or subordinate legislation made under
such Laws (all referred to as 'Additional Laws'), it shall be deemed to refer automatically to such Additional Laws.
Australia
For clarity, references to 'personal data' may be read as 'employee information'.
Czech Republic
Oxford University Press operates in the Czech Republic through its representative office with identification number
684 06 193 and with its registered office at Prague 1 Nov Msto, Opletalova 919/5, Postal Code 111 44. For the
purposes specified above and/or as required by law, Oxford University Press processes personal data that is
considered 'sensitive' (e.g. information about health and equal treatment). Where Oxford University Press
requests your consent, that consent is to enable Oxford University Press to process both sensitive and nonsensitive personal data.
Italy
In accordance with applicable laws, Oxford University Press does not collect information about marital status or
religion in Italy.
References to Oxford University Press's legitimate interests should be understood as its rights and interests.
Malaysia
The Oxford University Press entity which employs you is the data user in respect of, and is responsible for, your
personal data within Oxford People, and more generally.
The Malaysian Personal Data Protection Act gives Oxford University Press employees in Malaysia the following
rights: to access or rectify, their personal data, to withdraw consent to, or require the data user to cease, the
processing of their personal data.
Mexico
Where you are invited or required to provide personal data about other people (e.g. your spouse or dependents),
you declare that you have informed those individuals about the purposes for which you have provided their
personal data to Oxford University Press, and that you have authorization from those individuals to do so.
The Ley Federal de Proteccin de Datos Personales en Posesin de los Particulares gives Oxford University Press
employees in Mexico rights to access, rectify, block, copy, and delete their personal data, to object to the
processing of their personal data and to request an explanation of the processing, as well as to limit the use and
disclosure of their personal data and, where possible to, revoke their consent for the processing of their personal
data. There are exceptions to these rights - for example, if Oxford University Press is legally prevented from
disclosing such information. In the first instance, you should use the self-serve facility in Oxford People for these
matters.
If you have additional queries or you are unable to exercise your rights, you may raise them by contacting your
Local HR Manager and providing (i) your name and address or other contact information; (ii) evidence of your
identity or (where appropriate) your legal representative(s); (iii) a clear and precise description of the personal
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data in regard to which rights are being exercised; and (iv) any other information or document that facilitates
location of your personal data. Some Oxford University Press employees in Mexico may also be able to seek a
remedy through the courts or the national data protection authority if you believe that your rights have been
breached.
Oxford University Press may amend this document as it deems appropriate. If substantial changes are made,
Oxford University Press will provide you with the updated document through Oxford People.
Poland
Oxford University Press operates in Poland through Oxford University Press Polska Sp. Z.O.O with its registered
office at Al. Wilanowska 372 02-665 Warszawa Poland.
In addition to the above information to identify you, you may be asked to provide your place of birth, number ID
series and number, PESEL and NIP number.
For the avoidance of doubt, reference to 'nationality' means 'citizenship' (obywatelstwo) rather than 'ethnicity'.
South Africa
Oxford University Press takes steps to ensure that, where your personal data is transferred to another country,
that country has in place appropriate protections for your information.
By way of example, Oxford University Press has a written agreement in place with SAP, under which SAP is obliged
to implement security measures to safeguard your personal data on SAP's systems, to retain your personal data
primarily in the EU and to use EU-approved methods for transfers of your personal data outside of the EU.
Where information is shared within the Oxford University Press group, Oxford University Press employing entities
are parties to an agreement requiring them to take appropriate security and other measures with regard to
personal data.
South Korea
If you do not consent to Oxford University Press processing your personal data for the purposes outlined above,
you must not use Oxford People, although you should be aware that Oxford University Press will process your
personal data where required for the employment relationship and/or by law. Oxford University Press does not
require your consent for these purposes.
Taiwan
In addition to the above information to identify you, you may be asked to provide your ROC ID number.

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