Privacy Notice Alumni Relations and Fundraising

Transcription

1 1 Privacy Ntice Alumni Relatins and Fundraising Intrductin This ntice explains hw and why the Fundatin Develpment & Alumni Relatins Office cllects persnal infrmatin abut yu when carrying ut ur alumni relatins and fundraising activities. The Fundatin Develpment & Alumni Relatins Office is part f The King s Schl and s the Schl is ultimately respnsible fr hw this ffice uses persnal data. This ntice als utlines what we d with yur infrmatin and what decisins yu can make abut yur infrmatin in relatin t alumni relatins and fundraising. If yu have any questins abut this ntice please cntact the Develpment Directr in relatin t any f the matters set ut in this dcument, whse cntact details are as fllws: Tel: develpment@ksw.rg.uk. Pst: Fundatin Develpment & Alumni Relatins Office The King s Schl, 5 Cllege Green, Wrcester, WR1 2LL The Schl wrks in clse cnjunctin with the charity, The King s Schl Wrcester Develpment Trust ( The Trust ). The prceeds f The Trust's fundraising wrk will be used t prvide bursaries t pupils as a pririty. The Fundatin Develpment & Alumni Relatins Office prcesses all infrmatin abut the Schl s alumni and this ntice cvers hw the Schl uses yur persnal data fr alumni relatins and fundraising purpses. Please nte thrughut this Plicy we refer t alumni, hwever this relates t all individuals with whm we engage frm an alumni relatins and develpment perspective, and will include frmer parents and staff, current parents, pupils and staff and members f the wider cmmunity. What is persnal infrmatin? Persnal infrmatin is infrmatin that identifies yu as an individual and relates t yu. This includes yur cntact details, yur relatinship with the Schl and financial infrmatin. What persnal infrmatin des the Schl hld abut yu and hw is this btained? We receive infrmatin abut yu frm ther departments within the Schl but nly where this is relevant t ur wrk. We hld a specific database with infrmatin abut alumni, parents, staff, frmer parents, frmer staff and ther supprters. Yu prvide us with infrmatin abut yurself during the curse f ur relatinship with yu. Fr example, when yu sign up t receive cmmunicatins frm us r rder tickets fr events. We are grateful t individuals fr sharing their prfessinal experiences with students in rder t inspire them thrugh talks and t assist them thrugh the King s Schl careers prgramme. Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester

2 We are als interested t learn f individual s prfessins as talks frm these individuals may assist us in raising funds fr The Trust s charitable causes. On ccasins therefre, we may btain infrmatin frm the public media and internet sites (e.g. LinkedIn) t find infrmatin abut yur prfessinal life. We may undertake research t identify ptential dnrs and use the infrmatin yu have prvided alng with ther surces f infrmatin t get a better understanding f wh yu are, s that fundraising cmmunicatins can be best tailred t yu, as well as yur likely interests and cncerns. We will hld infrmatin such as: 2 the dates when yu r yur child attended the Schl (if applicable); if yu are a frmer staff member the dates when yu wrked at the Schl; yur cntact details; infrmatin abut yur achievements and interests; where yu attended university and yur ccupatin (if applicable); infrmatin abut any bursaries r schlarships yu have received; hw yu like t hear frm us; yur invlvement with us e.g. if yu take part in schl talks r careers events; recrds f any dnatins; yur Gift Aid status if applicable; infrmatin frm articles in the media; cpies f crrespndence; any dietary requirements fr catering purpses that yu have prvided; and any disability which yu may have s that we may make reasnable adjustments fr yu. Why d we use yur persnal infrmatin? We use yur infrmatin in the fllwing ways: t keep yu infrmed abut events and activities and in relatin t yur attendance at thse events; t facilitate interactin between members f the Schl cmmunity; t keep yu infrmed abut what is happening at the Schl; in cnnectin with prviding financial supprt fr the charitable aims f The King s Schl Wrcester Develpment Trust; and in cnnectin with the ther ways in which yu might supprt the Schl (such as when yu vlunteer yur time r expertise). We will cntact yu fr the abve purpses by , telephne, pst r by text message. If yu d nt wish t be cntacted fr any f the abve purpses, please infrm the Develpment Team at King s Schl - using the cntact details at the end f this dcument and we will f curse respect yur wishes. We will take phtgraphs r vides f yu t use in ur publicity, which may include printed material, scial media platfrms and website. Yu can f curse infrm us if yu d nt wish us t use phtgraphs f yu. We are cmmitted t keeping yur recrds as accurate as pssible and we may screen the details we have fr yu against third party databases s that we can check that we have up-t-date cntact details fr yu. Fundraising helps us t achieve ur strategic bjective f remaining independent. We fundraise frm individuals, cmpanies and fundatins wh want t supprt ur charitable purpses and d s in accrdance with the Fundraising Prmise and Fundraising Cde f Practice. We d nt use third-party prfiling cmpanies Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester

3 but we analyse publicly available data abut ptential dnrs (eg frm LinkedIn, Cmpanies Huse, Charity Cmmissin, Wh s Wh, articles in publicatins) t create a prfile f interests and preferences s that we can make apprpriate requests. Yu can change hw yu hear frm the Fundatin Develpment and Alumni Relatins Office r pt ut f yur data being used fr prfiling and wealth screening techniques by cntacting us, using ur cntact details at the end f this dcument. Hw and why des the Schl share yur persnal infrmatin with third parties? We hld the data f ur supprters securely and yur persnal infrmatin will nt be sld r shared fr fundraising r marketing purpses t any persn r rganisatin utside The King s Schl. There are ccasins when yur persnal data may be shared with third parties, as belw: If yu use a third party platfrm t dnate (eg. JustGiving) then we will receive infrmatin abut yu frm them. We may als need t share infrmatin with ur legal advisers fr the purpse f btaining legal advice. We will need t share infrmatin if there is an emergency, fr example, if yu are hurt whilst n Schl premises r at ne f ur events. We may need t share infrmatin with cntractrs wh help us with ur wrk (e.g. a printing cmpany fr ur literature). 3 Our legal grunds fr using yur infrmatin This sectin cntains infrmatin abut the legal basis that we are relying n when handling yur infrmatin. Legitimate interests This means that we are using yur infrmatin when this is necessary fr ur legitimate interests, except when yur interests and fundamental rights verride ur legitimate interests. We rely n legitimate interests t use yur infrmatin fr all f the purpses described abve unless cnsent applies (in which case see belw). Specifically, we have a legitimate interest in: ensuring that there is an active cmmunity f supprters which will benefit the Schl and members f the Schl cmmunity, such as current and frmer pupils, parents and staff; prmting the bjects and interests f the Schl. This includes fundraising e.g. if we want t raise mney fr the bursary fund r new buildings; safeguarding and prmting the welfare f ur pupils with whm yu may be in cntact e.g. if yu arrange wrk experience r mentr a pupil; and ensuring that we cmply with ur legal bligatins If yu bject t us using yur infrmatin where we are relying n ur legitimate interests as explained abve please speak t the Develpment Directr, using the cntact details at the end f this Plicy. Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester

4 4 Cnsent Yu can withdraw yur cnsent fr us t use yur infrmatin at any time. Any use f yur infrmatin befre yu withdraw yur cnsent remains valid. T withdraw yur cnsent please cntact the Develpment Directr at develpment@ksw.rg.uk r by cntacting us using the details at the end f this Plicy. Necessary fr a cntract We will need t use yur infrmatin in rder t perfrm ur bligatins under a cntract with yu, fr example, we need yur name and cntact details s that we can send yu tickets fr a dinner that yu want t attend. Legal bligatin On sme ccasins we will need yur infrmatin t cmply with a legal bligatin. Fr example, we may need t keep a recrd f wh is attending an event s that we can cmply with ur health and safety bligatins. The Schl must als cmply with an additinal cnditin where it prcesses special categries f persnal infrmatin. These special categries are as fllws: persnal infrmatin revealing racial r ethnic rigin, plitical pinins, religius r philsphical beliefs, trade unin membership, genetic infrmatin, bimetric infrmatin, health infrmatin, and infrmatin abut sex life r rientatin. Sending yur infrmatin t ther cuntries We may send yur infrmatin t cuntries which d nt have the same level f prtectin fr persnal infrmatin as there is in the UK, e.g. when cmmunicating with yu if yu live verseas, r string yur infrmatin n cmputer servers based verseas. The Eurpean Cmmissin has prduced a list f cuntries which have adequate data prtectin rules. The list can be fund here: If the cuntry that we are sending yur infrmatin t is nt n the list, r is nt a cuntry within the EEA (which means the Eurpean Unin, Liechtenstein, Nrway and Iceland), then, in the absence f any ther safeguards, it might nt have the same level f prtectin fr persnal infrmatin as there is in the UK. Where apprpriate we may put in place additinal safeguards, fr example, if we are using a third party t prcess a payment then we may ask them t cntract with us using mdel data prtectin clauses prvided by the Eurpean Cmmissin in the absence f any ther apprpriate safeguard. Fr hw lng d we keep yur infrmatin? We will keep infrmatin abut yu fr as lng as we need t d s, in cmpliance with ur data prtectin and ther legal bligatins. Fr example, we will need t retain cntact details fr yu fr s lng as yu want t be part f the schl cmmunity s that we can cmmunicate with yu. Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester

5 We will als need t keep a recrd if yu tell us that yu d nt want t hear frm us anymre, s that we d nt inadvertently add yu t ur mailing list in the future. We will keep infrmatin abut yu fr a very lng time r even indefinitely if we need this fr histrical archives, research r statistical purpses. Fr example, if we cnsider the infrmatin might be useful if smene wanted t write a bk abut the Schl. The Schl will als keep infrmatin fr a lng time as part f its wider legal and regulatry bligatins, even if that infrmatin is n lnger needed fr marketing, alumni relatins r fundraising purpses. 5 What decisins can yu make abut yur infrmatin? Frm 25 th May 2018 data prtectin legislatin gives yu a number f rights regarding yur infrmatin. Sme f these are new rights whilst thers build n yur existing rights. Yur rights are as fllws: Rectificatin: if infrmatin is incrrect yu can ask us t crrect it. Access: yu can als ask what infrmatin we hld abut yu and be prvided with a cpy. This is cmmnly knwn as making a subject access request. Deletin: yu can ask us t delete the infrmatin that we hld abut yu in certain circumstances. Fr example, where we n lnger need the infrmatin. Prtability: yu can request the transfer f yur infrmatin t yu r t a third party in a frmat that can be read by cmputer in certain circumstances (e.g. exam results fr jb applicatins). Restrictin: ur use f infrmatin abut yu may be restricted t simply string it in sme cases. Fr example, if yu tell us that the infrmatin is inaccurate we can nly use it fr limited purpses while we check its accuracy. Object: yu may bject t us using yur infrmatin where: we are using it fr direct marketing purpses (e.g. t send yu the Schl newsletter); the legal grund n which we are relying is legitimate interests. Please see the sectin "Our legal grunds fr using yur infrmatin" abve; we are using it fr histrical r scientific research purpses r archiving purpses. Fr example, we may keep phtgraphs f yur class fr histrical reasns. Further infrmatin and guidance The Develpment Directr is the persn respnsible at ur schl fr managing hw we lk after persnal infrmatin in relatin t alumni relatins and fundraising. This is dne in cnjunctin with the Bursar under the wider schl Data Prtectin Plicy. We need t keep yur infrmatin safe, up-t-date, nly use it fr what we said we wuld, destry it when we n lnger need it and mst imprtantly, treat the infrmatin we get fairly. Please speak t the Develpment Directr if: yu bject t us using yur infrmatin fr marketing purpses e.g. t send yu infrmatin abut fundraising events. We will stp using yur infrmatin fr marketing purpses if yu tell us nt t; r yu wuld like us t update the infrmatin we hld abut yu. Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester

6 6 If yu have any cncerns r questins r if yu wish t talk t us abut anything cntained in this Privacy Plicy, please get in tuch with the Develpment Directr at King s Schl: By pst : Fundatin Develpment & Alumni Relatins, The King s Schl, 5 Cllege Green, Wrcester WR1 2LL By Phne: By develpment@ksw.rg.uk Hw can yu make a cmplaint? Please nte that if yu are nt satisfied with the prcessing f yur persnal data as set ut in this Privacy Ntice, r cnsider that we have acted therwise than in accrdance with Data Prtectin Law please cntact us at Bursar@ksw.rg.uk Yu have the right t make a referral r issue a cmplaint directly t the Infrmatin Cmmissiners Office (ICO), the data prtectin supervisry authrity fr England and Wales althugh the ICO recmmends that steps are taken t reslve the matter with us befre invlving them. Last Updated Versin Date Authr Psitin 1 23 rd May 2018 Liz Ellitt Develpment Directr Privacy Ntice Alumni Relatins and Fundraising, The King s Schl Wrcester