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Data Protection

There are two areas where you may request changes to personal data, in the telephone directory and whether your phone number is shown when you call an external number. Please see the following sections for more information.



1. Telephone directory exclusions

All staff now have the right to request that certain personal information about them should be excluded from the printed telephone directory, which is only available within the University, and online at the University's Contact Search site.

The procedures outlined below for assembling and publishing directory information are intended particularly to assist staff who are concerned that the release of gender or job-specific information into the public domain might put them at risk from sexual or politically motivated harassment but they also aim to allow a balance to be struck between protecting the interests of individual members of staff and releasing information which assists the University to fulfil its functions.

Gender-Specific Titles (Mrs, Miss, Ms, Mr): You may require your personal title to be omitted from your individual telephone directory entry if you are concerned about the release of gender-specific information. No further authority is needed for this.

Ex-Directory Names and Job Titles: You may request that your name and/or your job title are omitted from either the printed internal directory or the web contacts page. In such cases, your Head of Department or college must be consulted. Consent to be ex-directory may be prohibited if he or she determines that it is essential for the department's or college's interests to include such information. If you disagree with this ruling, you have the right to appeal.

Requests to have personal details omitted should be addressed to your Telecommunications Co-ordinator, and please not directly to the Telecommunications Section. The appropriate form should be available from your Telecommunications Co-ordinator (who is normally your Departmental Administrator or Home Bursar). Ask your Head of Department to signify approval if appropriate and return it to your Telecommunications Co-ordinator.

2. CLI Suppression

Whenever telephone calls are made to numbers outside the University network the Calling Line Identity (CLI) of the extension making the call is presented to the remote number.

Oxford University Telephone Network (OUTN) presents the actual DDI number of the extension making the call, so that, for example, recipients of calls from extension 88661, who dialled 1471, would be told that they had been rung by 01865 288661, and could recall directly by dialling 3.

The exception is when calls are made to mobile phones. These calls go through a gateway for least cost routing and as a result calls will not show the caller's CLI. If you wish to ensure your call goes out on a route to preserve CLI dial that call as 9* e.g. 9* 07700 900000. This will force the telephone system to send out the call via a more expensive route but CLI will be preserved and caller will see your DDI number on their screen.

However, there is a valid requirement for some staff not to allow their extension number to be generally known. Staff are already allowed to be ex-directory and some people who work in sensitive and/or secure areas have taken up this option. It is regarded as essential that staff who have concerns about revealing their individual telephone numbers can also suppress information about them whenever they make an outbound call.

It is therefore possible to request Telecommunications to have your CLI suppressed when making outbound calls.

Requests for CLI suppresion should be addressed to your Telecommunications Co-ordinator (who is normally your Departmental Administrator or Home Bursar), and please not directly to the Telecommunications Section. Ask your Head of Department to signify approval if appropriate. The Telecommunications Co-ordinator should then email us with the details of the extension number requiring CLI suppresion.

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Written by IT Services. Latest revision 5 September 2014