This statement explains how the Club (“we” and “our”) handles and uses the personal data we collect about our members and our past, current and future supporters (“you” and “your”). Developing a better understanding of our members and supporters allows us to keep in touch with you, in order to keep you apprised of our activities and developments, to provide services to you, and to identify ways in which you can support us, through donations or other forms of financial and non-financial support.
We are committed to protecting your personal information and being transparent about what information we hold.
Personal Data that We Hold
We may hold information relating to you from a number of sources. A significant proportion of the information we hold is that which you provide to us (for example, you may give us information by filling in forms on our website, or by corresponding with us by telephone, email or otherwise).
Most records contain:
We also record, where applicable, based on information which you provide to us and, in some cases, publicly available information and information from our partners (as listed below):
We augment the data we hold with data from our partners (as listed below) and publicly available data.
We use targeted internet searches and may search the following websites (either directly or using search engines), where relevant in order to obtain and maintain the accuracy of the data listed above:
How We Use Your Data
Your data is used by us for a number of interdependent purposes in support of alumni relations, supporter communications and fundraising. These include:
Before seeking or accepting major donations we are required to conduct due diligence, including reviewing publicly available personal data relating to the donor’s criminal convictions and offences.
Communications to you may be sent by post, telephone or electronic means (principally by email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us using the details listed below.
We may use automated or manual analyses to link data together to help us identify your potential for supporting us, to provide you with an improved experience, to send you communications which are relevant and timely, to identify volunteering opportunities or opportunities for providing support which may be of interest to you, and to avoid approaching you with opportunities which are not of interest. All of this enables us to raise more funds, sooner, and more cost-effectively, in support of our strategic objectives. We always seek to ensure that any opportunities we present are aligned with your interests, based on the research we conduct.
We will always respect a request by you to stop processing your personal data, and in addition your statutory rights are set out below.
When We Share Your Data With Others (Our Partners)
We share the above categories of data with the University and the Colleges to provide you with a coordinated approach and for specific purposes, such as for registration as a University Sports Club, to provide your blues and sporting records, or for supporter relations and fundraising. Any transmission of data to or from the University and Colleges is managed through agreed processes which comply with relevant data protection legislation. The University and each College has its own data protection statement and procedures.
We use University IT facilities to store electronic copies of personal information.
Additionally, we share the above categories of data on a considered and confidential basis, where appropriate, with:
How We Protect Your Data
We ensure we have appropriate data sharing arrangements in place before sharing your personal data.
We do not sell your personal data to third parties under any circumstances.
We also facilitate communication between individual members, but in doing so we do not release personal contact details without prior permission.
Any transfers of your data overseas (outside of the European Economic Area), as set out above, are protected either by an ‘adequacy decision’ by the European Commission (declaring the recipient country as a ‘safe’ territory for personal data) or by standard contractual clauses adopted by the European Commission (which give obligations for the recipient to safeguard the data). Further information about the measures we use to protect data when being transferred internationally is available from us (via the contact details are set out below).
You have the right to:
You have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/ .
The legal basis for processing your personal data for the interdependent purposes set out above is that it is necessary for the pursuit of our legitimate interests, in order for the society to run effectively and efficiently. We always handle your personal data securely and minimise its use, and there is no overriding prejudice to you by using your personal information for these purposes. In addition, there is no statutory or contractual requirement for you to provide us with any personal data.
The controller for your personal data is the [Alumni Group, Club, or Society], and we can be contacted through the Club Captain, whose email address is displayed as a CRSid at https://cuhh.soc.srcf.net/about/committee/ .
Please contact us if you have any concerns or questions about the above information or you wish to ask us not to process your personal data for particular purposes. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these, but please note that there may be circumstances where we cannot comply with specific requests.
We will retain your data indefinitely in support of your lifelong relationship with us or until you request us to do otherwise. We will publish any changes we make to this data protection statement and notify you by other communication channels where appropriate.
Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, membership details, unique identification number and date of birth) to ensure we do not contact you inadvertently in future. We may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting matters).
Last updated: 07/10/2021