Privacy Notice

Robinson College Alumni and other supporters Privacy Notice. How we use your personal information.

This statement explains how Robinson College (“we” and “our”) handles and uses data we collect (via admissions, event attendance, research and provided first-hand) about alumni and other supporters (“you” and “your”). When referring to ‘other supporters’, this includes, but is not limited to: corporate partners, event attendees, parents and other family of alumni and students, staff, senior members, Bye-fellows, academics and Fellows, both current and previous. In broad terms, we use your data to manage the ongoing relationship between the College and you as part of our lifelong community of scholars and supporters, 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 the College.

The College considers its relationship with its alumni to be a lifelong one and therefore 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 information is Robinson College, Grange Road, Cambridge CB3 9AN. 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 information, is the College Data Protection Lead (CDPL), (Domestic Bursar, Nick Milne, data.protection@robinson.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

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 of the College and the University of Cambridge and elsewhere;
  • 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 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, volunteering opportunities, and other ways you can contribute to the life of the College:
  • 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:
  • 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 and if so, give an indication of the potential size of the gift
  • Conducting surveys, including research on when and whether particular donations of funding appeals may be of interest to you
  • Sending you tailored proposals, appeals and requests for donations
  • Internal record keeping, including the management of any feedback or complaints
  • Administrative purposes (eg in order to process a donation you have made or to administer an event you have registered for or attended)
  • 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 us at the address given below.

    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 send you news and other communications completely) by emailing development-office@robinson.cam.ac.uk. You may request changes at any time.

    ow 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.
    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 outlines 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 each other, and can be viewed in full at https://www.ois.cam.ac.uk/policies- andprotocols/data-sharing-protocols/view. 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 own data protection statement and procedures – see: https://www.alumni.cam.ac.uk/data-protection

    Additionally, we share data on a considered and confidential basis, where appropriate, with:

  • Cambridge in America (the University’s affiliate alumni office in the US),
  • Other Cambridge Colleges, where alumni or their partners have relationships with more than one College,
  • 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, as outlined above,
  • Volunteer partners closely related to us (e.g. College trustees, alumni group representatives), and Contractors providing services to you on our behalf or services to us as outlined above.
  • 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 an adequacy decision by the European Commission or by standard data protection clauses adopted by the European Commission (which are available from our Data Protection Officer) or, before 25 May 2018, by a self-assessment of adequacy.

    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).

    To exercise any of your rights with us, please contact the College Data Protection Lead (CDPL), (Domestic Bursar, Nick Milne, data.protection@robinson.cam.ac.uk).

    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 updated: December 2021
    Published: September 2017
    Nick Milne, Domestic Bursar
    Sarah Westwood, Director of Development

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