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Data Privacy Statement

How we use your personal information

This statement explains how St. Catharine’s College Society (“we” and “our”) handles and uses data we collect about members (“you” and “your”).  In broad terms, we use your data to manage the ongoing relationship between the Society and you, as a member or associate member of the Society, and part of our lifelong community of St. Catharine’s alumni, including keeping in touch with you, keeping up to date on your achievements, and engaging with you on how you can continue to contribute to the life of the Society and of the College.

All who have been admitted as members of the College are members of the Society, and in addition the Society has Associate Members determined in accordance with its Rules.

We will retain your data indefinitely or until you request us to do otherwise.  When changes are made to this statement, we will publish the updated version to our website and notify you by other communications channels as we deem appropriate or necessary.

The controller for your personal data is the St. Catharine’s College Society, c/o St. Catharine’s College, Cambridge CB2 1RL.  The person responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data, is the Chair, St Catharine’s College Society, contactable at:  society.data.privacy@caths.cam.ac.uk.

The legal basis for processing your personal data is that it is necessary for the purposes of our legitimate interests, where we have concluded that our interests do not impact inappropriately on your fundamental rights and freedoms, except where elsewhere in this statement we have indicated otherwise.  You may ask us to explain our rationale at any time.  

How your data is used by the Society

The Society collects and processes personal data for a number of purposes, including:

A. engaging Members and Associate Members in Society, College and University events that it believes will be of interest to them, including alumni and open events, volunteering opportunities, and other ways they can contribute to the life of the Society or the College;

B. maintaining a record of academic progress and achievements within the College and elsewhere;

C. retaining a record of academic, career or other life achievements in order to promote and improve the reputation of the Society and the College and help Members and Associate Members to network with other College and Society Members effectively;

D. assessing the eligibility and merits of any application made by Members for Society funding;

E. providing information about the development of the College, including major initiatives and programmes relating to either the academic endeavour or the provision of services and facilities to members and the wider public;

F. providing information about the development of the Society and its activities;

G. promoting third party services it believes will be of interest to Members and Associate Members;

H. considering the formation of new branches; and

I. the production and distribution of the Society Magazine.

Communications

If you are a new contact for the Society, we will ask you at the outset how you would like to receive news and other communications from us.  If you already receive such communications, you are able to change your preferences (or ask us to stop sending you news and other communications completely) by e-mailing society.data.privacy@caths.cam.ac.uk.  You may request changes at any time.

How we share your personal data

St. Catharine’s College and St. Catharine’s College Society are separate legal entities, the latter being a Society run by alumni members of the Society.  The Society is not under the management control of the College.  We believe that most alumni understand the interactions of the Society with the College.  Personal data of our members is shared between the Society and the College routinely in the course of working together in communicating with and arranging events for members of the Society, and it is our strong preference to continue such collaborative working.

The College and the Society have a data sharing agreement to govern the sharing of personal data of alumni and other supporters.  This is necessary because they are distinct legal entities.  The agreement outlines that, depending on constraints set by you and which you may change at any time, the College and Society may share any of the above categories of personal data, and can be viewed by sending a request to society.data.privacy@caths.cam.ac.uk .   

Additionally, we share data on a considered and confidential basis, where appropriate, with contractors providing services to you on our behalf or services to us (our “data processors”), as outlined above.

We also facilitate communication between individual members and associate members of the Society, but in doing so we do not release personal contact details without prior permission.

Any transfers of your data overseas or to international organisations, as set out above, are protected either by an adequacy decision by the European Commission or by standard data protection clauses adopted by the European Commission (which are available by sending a request to  society.data.privacy@caths.cam.ac.uk .

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); to object to communications or direct marketing; and to ask for the transfer of your data electronically to a third party (data portability).  Some of these rights are not automatic, and we reserve the right to discuss with you why we might not be able to comply with a request from you to exercise them.

Where you opt out of all future communications or exercise your right to erasure, we will continue to maintain a core set of personal data (name, subject(s), matriculation and graduation details, and date of birth) to ensure we do not contact you inadvertently in future.

You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office at https://ico.org.uk/concerns/

 

Last modified 24th July 2018