This statement explains how 鶹ӾCollege handles and uses data we collect about our alumni, and our past, current and future supporters, including those who have requested to be on our mailing lists.
Where in this statement we refer to “we”, “our”, “the College” or “us” we are referring to 鶹ӾCollege and where we refer to “you” or “your” we are referring to our alumni and supporters.
In broad terms, we use your data to manage the ongoing relationship between you and the College as part of our lifelong community of scholars, 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 College life and otherwise support Wolfson.
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 鶹ӾCollege, Cambridge CB3 9BB. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS LTD.) [12B King’s Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk]. OIS Ltd. should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise 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, Joanna Cheffins: bursar@wolfson.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 Wolfson
We collect and process your personal data, as specified below, for a number of purposes, including:
- maintaining a formal record of your academic progress and achievements at Wolfson, at the University of Cambridge and elsewhere;
- retaining a formal record of your academic, career or other life achievements in order to congratulate you, to involve you in College life, to strengthen Wolfson’s reputation through our connection with you and help you to network with other College members effectively;
- engaging you in College and University events that we believe will be of interest to you, including alumni and open events, events with students such as workshops or careers events, volunteering opportunities, student support and other ways you can contribute to the life of the College and its community;
- providing you with information about 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;
- encouraging you to make a financial contribution to the College and/or the University, and processing any such contributions;
- assessing the likelihood that you will, now or in the future, make a financial contribution (gift) to the College;
- sending you e-newsletters, publications and surveys;
- internal reporting and recording keeping;
- issuing of donor acknowledgement and other ways of stewardship and thanking donors.
Further details are provided in the Annex. If you have any concerns about any of these purposes, or how we communicate with you, please contact the Development Office by email.
Communications
If you are a new contact for our Development Office, we will ask you at the outset how you would like to receive news and other communications from us. 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 completing our online contact form. 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 thereafter.
There is a in place between the University of Cambridge, the Colleges in the University of Cambridge and Cambridge in America to govern the sharing of personal data of alumni and other supporters. This is necessary because they are distinct legal entities. The Protocol outlines that, depending on constraints set by you, and which you may change at any time, the College may share any of the above categories of personal data with the University.
The protocol can be viewed at . Any transmission of data to or from the University is managed through agreed processes which comply with UK data protection legislation.
For clarity, the College has a separate database from the University, but has access to the University’s database: additionally, we maintain other electronic and paper records.
The University has its .
We also share data on a considered and confidential basis, where appropriate, with:
- Cambridge in America (the University’s affiliate alumni office in the US);
- third party agencies who provide us with data in the public domain about alumni and supporters, as outlined above;
- selected companies who provide College-branded or College-endorsed products and services;
- volunteer partners closely related to us (e.g. College trustees, development board members, alumni group representatives);
- contractors providing services to you on our behalf or services to us (our “data processors”) as outlined above, including, but not limited to:
- HMRC, for Gift Aid claim and audit;
- Peters, Elworthy & Moore, College Auditors;
- Lloyds Bank plc, for financial transactions including credit card payments for donations and events;
- The Charities Aid Foundation (CAF), for the receipt of online donations and direct debit processing;
- Buffalo Fundraising Consultants;
- Mailchimp, for the processing and dispatch of bulk email communications;
- Blackbaud Inc, the vendor of our contact management database;
- EventBrite, when we organise events (including those you pay for);
- SunSystems, our accounts processing software;
- SurveyMonkey Inc., for the collection of survey data and opinion to guide our alumni relations and fundraising programmes;
- Editors, designers and mailing houses who work with us on College publications.
We do not sell your personal data to third parties under any circumstances, nor permit third parties to sell on data we have shared with them.
We also facilitate communication between individual alumni (of the College or the University), 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 data adequacy granted by a Secretary of State or through “appropriate safeguards” as listed in Article 46 of the UK GDPR.
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 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, unique University identification number and date of birth) to ensure we do not contact you inadvertently in future, while still maintaining our record of your academic achievements. We 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 our management of your personal data with the .
ANNEX
We collect and process your personal data, as specified below, for a number of purposes, including:
A. maintaining a record of your academic progress and achievements at the College and at the University of Cambridge and elsewhere:
We retain personal data (provided by you or by the University of Cambridge, or created by us), including:
- your current name and any previous names you have had;
- unique personal identifiers (e.g. student number, CRSID, date of birth, photograph);
- your current and previous contact details;
- your application details, our assessment of your application and the details of any offer(s) of study we have made;
- details of the school(s) you attended prior to coming to Wolfson;
- records of your academic provision from the College (including supervisions, College examinations and other academic support);
- matriculation and graduation details and records of your academic qualifications (including those prior to becoming a member of the College);
- 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 congratulate you, to involve you in College life, to strengthen Wolfson’s reputation through our connection with you and help you to network with other College members effectively;
We retain personal data (provided by you), including:
- details of your achievements since you completed your course(s) of study;
- membership of College and external clubs and societies (including alumni groups);
- 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, we will assume (unless you notify us otherwise) that we can promote these achievements in our public literature and can use this information for other purposes outlined in this statement. We may supplement information from other public sources that we consider to be reliable (e.g. your public social media profile(s), King’s Honours List, Companies House, high profile news reports or articles) and may check their accuracy with you from time to time.
C. engaging you in College and University events that we believe will be of interest to you, including alumni and open events, volunteering opportunities, student support and other ways you can contribute to the life of the College:
We retain personal data (provided by you or by the University of Cambridge, or created by us), including:
- known relationships with other alumni, family members or supporters of Newnham and/or the University of Cambridge or any of the Colleges within Cambridge;
- your attendance at 鶹Ӿor University events;
- information about your areas of personal interest;
personal data relating to your attendance at events and your personal preferences (e.g. dietary or accommodation requirements, access needs or requests); and - records of any communications (verbal or written) 鶹Ӿor the University has held with you, including the purpose and outcome of those communications.
When you provide this information, we will assume (unless you notify us otherwise) that we can use this information for other purposes outlined in this statement. We may supplement information from other public sources that we consider 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 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:
We retain personal data (provided by you or by the University of Cambridge, or created by us), including:
- any communication preferences confirmed by you;
- ways in which you have supported the College.
By providing us with email addresses and telephone numbers, we have 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 us your preferred communication channels. When you provide this information, we will assume (unless you notify us otherwise) that we can use this information for other purposes outlined in this statement.
E. encouraging you to make a financial contribution to the College and/or the University, and processing any such contributions:
The College’s income consists of gifts and benefactions, income derived from prudent investment of any endowment and student fees. We value all financial contributions from our members and other supporters and, accordingly, retain personal data (provided by you or by the University of Cambridge, or created by us), including:
- the purposes and amounts of any donations or other support previously provided to the University or to 鶹Ӿby you;
- the method(s) of payments used and related payment references;
- your bank details (for processing direct debit or other financial transactions);
- 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, we will assume (unless you notify us otherwise) that we can use this information for other purposes outlined in this statement. We will also use this information for the issuing of donor acknowledgment lists and other ways of stewardship and thanking donors.
F. assessing the likelihood that you will, now or in the future, make a financial contribution (gift) to the College:
鶹Ӿundertakes research to determine the likelihood that you will now, or in the future, make a financial contribution (gift) to the College. This work may be carried out by the College or a third party working on our behalf. This results in us creating personal data including:
- financial information relating to you and any of your key relationships (including, but not limited to, income and assets);
- your potential capacity to make a gift, 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; and
- gifts you or any of your key relationships have made to other charitable organisations.
Our research includes incorporating information from public sources that we consider to be reliable (e.g. your public social media profile(s), King’s honours lists, Companies House, high profile news reports or articles, company websites, the charity commission and property websites). In using these sources, we have considered the potential intrusion of your privacy. In most cases, our assessment above aims to exclude you from unwelcome or inappropriate approaches so as not to compromise your ongoing relationship with us.
We may use external contractors or consultants to assist us in this research. Where we do so, any sharing of your personal data is on the strict understanding that they may not repurpose it or pass it on to other third parties. We do not sell your personal data under any circumstances.
G. sending you e-newsletters, publications and surveys
鶹Ӿsends regular e-newsletters, publications and surveys and retains data from those communications, including any:
- personal data (provided by you);
- any preferences to be excluded from such communications;
- records of your engagement, e.g. links clicked in e-newsletters.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at development@wolfson.cam.ac.uk
If you have any concerns about your personal data held by the University, please contact the University separately by email.
College Data Protection Lead
Updated: July 2024
Date of next review: July 2027