Selwyn College, Cambridge

 Facebook 48Twitter bird 48Flcikr 48Linkedin 48

Data Protection Statement and Privacy Policy

Data Protection Statement: Alumni and Supporters

This statement explains how Selwyn College (“Selwyn” or “the college”) handles and uses data it collects about alumni and supporters (“you” and “your”). In broad terms, Selwyn uses your data to keep in touch with you as alumni (and members of our lifelong community of scholars) and supporters, in order to keep you appraised of activities and developments and to identify ways in which you can support the College though financial and other forms of support.
 
Selwyn will retain your data indefinitely or until you request it to do otherwise. When changes are made to this statement, the college will publish the updated version on its website and notify you by other channels as appropriate or necessary.
 
The controller for your personal data is the Selwyn College, Grange Road, Cambridge CB3 9DQ. 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 Bursar, Nick Downer, who may be contacted at bursar@sel.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 College

The college collects and processes your personal data for a number of purposes, including:
 
  1. Maintaining a formal record of your academic progress and achievements of the college and the University of Cambridge (“the University”);
  2. Retaining a formal record of your academic, career or other life achievements in order to promote the reputation of the college and help you to network effectively with other college members;
  3. Inviting you to college and University events that we believe will be of interest, including year group reunions, talks, concerts, sporting events, dinner and receptions and the promotion of alumni and other college events;
  4. Providing you with information about developments at the college, sending you copies of college publications including the Calendar, Annual Report and the Selwyn Magazine;
  5. Appeals and requests for donations, including related research.
Further details are provided in the Annex. If you have concerns or queries about any of these purposes, or how we communicate with you, please contact the Bursar at the above address.
 
Communications
 
If you are newly registering with the Development Office, the college will ask you at the outset how you would like to receive news and other communications. If you are already receiving such communications, you are able to change your preferences (or ask us to stop sending you news and other communications completely) by post or email. You may request changes at any time.
 
How we share your personal data
 
We believe that most alumni understand in detail the complex and many interactions of the college with the University of Cambridge. Personal data of our members is shared with the University routinely throughout any course of study, and it is our strong preference to continue such collaborative working in the future.
 
The University and its partners (including the college) 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 states that, depending on constraints set by you, and which you may change at any time, the University and college may share any of the above categories of personal data with the University. Any transmission of data to or from the University is managed through agreed processes which comply with UK data protection legislation.
 
The College has a separate database from the University, but has access to the University’s database: additionally, it maintains other electronic and paper records. The University has its own data protection statement and procedures, which may be viewed at: https://www.alumni.cam.ac.uk/data-protection
 
Additionally, the college shares data on a considered and confidential basis, where appropriate, with:
 
  • Cambridge in America (the University’s affiliate alumni office in the US),
  • volunteer partners closely related to the college (e.g. alumni year group representatives), and
  • contractors providing services to you on the college’s behalf or services to the college (our “data processors”), such as the telephone campaign co-ordinator.
The college does not sell your personal data to third parties under any circumstances, or permit third parties to sell on data it has shared with them.
 
The college does not use third party wealth screening companies.
 
The college also facilitates communication between individual alumni (of the college or the University), but in doing so it does 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 from the Data Protection Officer) or, before 25 May 2018, by a selfassessment of adequacy.
 
Your rights
 
You have the right: to ask the college 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 the college reserves the right to discuss with you why it might not comply with a request from you to exercise them.
 
Where you opt out of all future communications or exercise your right to erasure, the college will continue to maintain a core set of personal data (name, subject(s), matriculation and graduation details, unique University identification number and date of birth) to ensure it does not contact you inadvertently in future, while still maintaining its record of your academic achievements. It may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting matters).
 
You retain the right at all times to lodge a complaint about the college’s management of your personal data with the Information Commissioner’s Office at https://ico.org.uk/concerns/
 
ANNEX
 
The college collects and processes your personal data, as specified below, for a number of purposes, including:
 
A. Maintaining a formal record of your academic progress and achievements of the college and the University:
 
It retains personal data (provided by you or by the University, or created by the college), including:
 
  1. your current name and any previous names you have had;
  2. unique personal identifiers (e.g. student number, CRSID, date of birth, photograph);
  3. your current and previous contact details;
  4. your application details, our assessment of your application and the details of any offer(s) of study made by the college;
  5. records of your academic provision from the college (including supervisions, college examinations and other academic support);
  6. matriculation and graduation details and records of your academic qualifications (including those prior to becoming a member of the college);
  7. other details of your academic progress or achievement (e.g. college or University awards or prizes). 
B. Retaining a formal record of your academic, career or other life achievements in order to promote and improve the reputation of the College and help you to network effectively with other College members:
 
The college retains personal data (provided by you), including:
 
  1. details of your achievements since you completed your course(s) of study;
  2. membership of college and external clubs and societies (including alumni groups);
  3. your previous and current employment status (including retirement), including job title, sector, income and work contact details, dates of employment.
When you provide this information, the college will assume (unless you notify us otherwise) that it can promote these achievements in its public literature, and can use this information for the other purposes outlined in this statement. It may supplement information from other public sources that it considers to be reliable (e.g. your public social media profile(s), Honours List, Companies House, high profile news reports or articles) and may check their accuracy with you from time to time.
 
C. Inviting you to college and University events that the college believes will be of interest, including year group reunions, talks, concerts, sporting events, dinner and receptions and the promotion of alumni and other college events:
 
The college retains personal data (provided by you or by the University, or created by the college), including:
 
  1. known relationships with other members (past or present) of the University or any of the colleges;
  2. your previous attendance at College or University events;
  3. information about your areas of personal interest;
  4. personal data relating to your attendance at events and your personal preferences (e.g. dietary or accommodation requirements or requests);
  5. records of any communications (verbal or written) we have had with you, including the purpose and outcome of those communications. 
When you provide this information, the college will assume (unless you notify it otherwise) that it can use this information for other purposes outlined in this statement. It may supplement information from other public sources that it considers to be reliable (e.g. your public social media profile(s), University publications, high profile news reports or articles) and may check their accuracy with you from time to time.
 
D. Providing you with information about developments at the college, sending you copies of college publications including the Calendar, Annual Report and the Selwyn Magazine:
 
The college retains personal data (provided by you or by the University, or created by the college), including:
 
  1. any communication preferences confirmed by you;
  2. ways in which you have supported the college.

By providing it with email addresses and telephone numbers, the college has taken this to be consent to use those channels to contact you for this and other purposes outlined in this statement, unless you have outlined to it your preferred communication channels. When you provide this information, the college will assume (unless you notify it otherwise) that it can use this information for other purposes outlined in this statement.

E. Appeals and requests for donations, including related research:
 
The college’s income consists of gifts and benefactions, income derived from prudent investment of any endowment and student fees. It values any financial contribution from its members and supporters and, accordingly, retains personal data (provided by you or by the University, or created by the college), including:
 
  1. the purposes and amounts of any donations or other support previously provided to the University or the college by you;
  2. the method(s) of payments used and related payment references;
  3. your bank details (for processing direct debit or other financial transactions);
  4. your tax status and Gift Aid declaration.
Some of this financial information needs to be retained for statutory purposes for a number of years (e.g. Gift Aid, anti-fraud and accounting matters). When you provide this information, the college will assume (unless you notify it otherwise) that it can use this information for other purposes outlined in this statement. The college also undertakes research to determine your capacity to provide financial support. This results in the college creating personal data including:
 
  1. your estimated income or asset worth (where this is not provided by you);
  2. your potential capacity to make a gift, including the college’s internal classification of you as a major gift prospect which is determined by a combination of your giving history, your attendance at college and University events, and your other interactions with the college since you graduated, including any positive or negative indications from you about your capacity or willingness to give to the college.
The college’s research includes incorporating information from public sources that it considers to be reliable (e.g. your public social media profile(s), Honours List, Companies House, high profile news reports or articles). In using these sources, it has considered the potential intrusion into your privacy. In most cases, the college’s assessment above aims to exclude you from unwelcome or inappropriate approaches so as not to compromise your ongoing relationship with the college.
 
If you have concerns or queries about any of these purposes, or how the college communicates with you, please contact the Bursar at the above address.
 

A copy of the Data Protection Statement is available to view, download and print from a PDF here.

 

Privacy Policy

This policy explains what information we gather when you visit the College's web site, and explains how that information is used. It is important for you to appreciate that the College web site provides links to other independent sites, both within the University and elsewhere.

Data collected

In common with most web sites, this site automatically logs certain information about every request made of it (see below for more details). This information is used for system administration, for bug tracking, and for producing usage statistics. The logged information may be kept indefinitely.

Relevant subsets of this data may be passed to computer security teams as part of investigations of computer misuse involving this site or other computing equipment in the College. Data may be passed to the administrators of other computer systems to enable investigation of problems accessing this site or of system misconfigurations. Data may incidentally be included in information passed to contractors and computer maintenance organisations working for the College, in which case it will be covered by appropriate non-disclosure agreements. Otherwise the logged information is not passed to any third party except if required by law. Summary statistics are extracted from this data and some of these may be made publicly available, but those that are do not include information from which individuals could be identified.

[You should appreciate that a log is a record of what a server sees, not necessarily what was initially sent. If a request is sent via a proxy the log file will show the proxy's address. If someone has forged your address the log file will show your address]

A number of fill-in forms are provided on this site. The pages containing these forms include information on how data submited on them will be processed and used.

This site may use web "cookies" as part of user authentication (login) and to store information needed by other facilities. From time to time this site will be running Google analytics, which uses cookies for tracking visitors to the site. This is to gain more complete data on site use and will support the ongoing web review.

Logged data

The following data is automatically logged for each request:

  • The name or network address of the computer making the request. Note that under some (but not all) circumstances it may be possible to infer from this the identity of the person making the request. Note also that the data recorded may be that of a web proxy rather than that of the originating client
  • The username, when known during authenticated (logged in) access to the site
  • The date and time of connection
  • The HTTP request, which contains the identification of the document requested
  • The status code of the request (success or failure etc.)
  • The number of data bytes sent in response
  • The contents of the HTTP Referrer header supplied by the browser
  • The content of the HTTP User-Agent header supplied by the browser

Logging of additional data may be enabled temporarily from time to time for specific purposes. In addition, the computers on which the web site is hosted keep records of attempts (authorised and unauthorised) to use them for purposes other than access to the web server. This data typically includes the date and time of the attempt, the service to which access was attempted, the name or network address of the computer making the connection, and may include details of what was done or was attempted to be done. Access to personal data

For the purpose of the UK Data Protection Act 1998, the 'Data Controller' for the processing of data collected by this site is the Selwyn College, and the point of contact for subject access requests is the College Data Protection Officer.

Selwyn College is also Data Controller in respect of any personal data served as content by this site.

 

 

Snippets from Selwyn...

 

 

 


 

Development & Alumni Office, Selwyn College, Grange Road, Cambridge CB3 9DQ. Tel:  01223 767 844  Email:  alumni-office@sel.cam.ac.uk

Registered charity number: 1137517.    Privacy Policy.   Cookie Policy.