Your data rights
Data requests
You have rights over your personal data. This page explains who to ask, how to make a request and what happens next.
1. Who to ask
Last updated: 10 October 2026.
| Your data | Who decides | Where to send your request |
|---|---|---|
| Your records as a student, member of staff, examiner, Council member, guardian or sponsor in Oxonia products | Your university (the controller) | Your university's data protection officer. It can find your records across products |
| Your enquiry, demo or event form, emails with our team, or your details as a customer contact | Oxonia Academy (the controller) | Us, at privacy@oxonia.ai |
| Not sure | Send it to us. We will pass it to the right university within 5 working days and tell you we have done so |
2. How to make a request to us
- Email privacy@oxonia.ai with the subject "Data request", or
- use the data rights form in Oxonia Scribe at scribe.oxonia.ai/legal/data-requests, which gives you a reference number and a due date, or
- write to Data Protection, Oxonia Academy, [Registered office address].
You do not need to use a particular form of words. You can also ask someone, such as a family member or adviser, to make a request for you, with your written authority.
3. What to include
- Your name and the email address or phone number you used with us or your university.
- Your university, if the request is about your use of Oxonia there.
- What you are asking for, for example a copy of your data, a correction or deletion.
- Any dates or products that will help us find the data.
4. Rights you can use
- Access: get a copy of your data and information about how it is used.
- Correction: have inaccurate or incomplete data put right.
- Deletion: have data deleted where there is no good reason to keep it.
- Restriction and objection: limit or stop some uses, including any direct marketing.
- Portability: get data you gave us in a common, machine-readable format.
- Withdraw consent where we rely on it.
- Human review: ask for a person to review any decision about you. In Oxonia, official decisions such as marks are always approved by a person.
Some countries give extra rights. See the regional privacy addenda.
5. Checking your identity
To protect your data, we may ask you to confirm your identity, usually by replying from the email address we hold for you. We only ask for what we need and delete identity documents once we have checked them.
6. Timescales and cost
We reply within one month of receiving your request, or sooner where local law sets a shorter period. For complex or multiple requests we may extend this by up to two more months, and we will tell you within the first month. Requests are free unless they are clearly unfounded or excessive. If we cannot do what you ask, we will explain why.
7. Requests about university data
If you send us a request about data your university controls, we will not answer it ourselves, because the university decides. We forward it to the university, tell you we have done so, and help the university reply within its deadline, for example by finding and exporting your records. University administrators can find, export and delete a person's records using the privacy tools in the admin console, and can ask us for help at support@oxonia.ai.
8. If you are not satisfied
Tell us at privacy@oxonia.ai and we will review the response. You can also complain to the Information Commissioner's Office in the UK, or to your local data protection authority. See our privacy notice and Complaints.
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