Privacy Notice: College Visitors

This statement explains how Emmanuel College (“we” and “our”) handles and uses information we collect about applicants (“you” and “your”) for jobs, senior memberships and Fellowships.  In broad terms, we use your data to manage your application to the College and our subsequent recruitment or election processes.

Data Controller

The controller for personal data is Emmanuel College, St Andrew's Street, Cambridge CB2 3AP. The person within the college responsible for data protection, and the person who is responsible for monitoring compliance with relevant data protection legislation is the Director of Operations, Christopher Ogston. This is the same address to contact if you want to exercise any of your data protection rights including requesting copies of personal data the college holds about you.

Data Protection Officer

The Data Protection Officer for the College is Intercollegiate Services Limited (ISL), 64 Bridge Street, Cambridge CB2 1UR. The ISL 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 outlined in this statement.

Legal Basis

The legal basis for processing your personal information is that it is necessary in order for you to enter into a contract to provide facilities and resources to you.  In many cases, you will be providing the personal information to us alongside consent for us to use that information to provide for your needs or otherwise to provide you with an improved service while you are at the College. We will retain your information for the periods stated below unless or until you request us to do otherwise.

How your data is used by the College

We collect and process your personal information for the following purposes:

Maintaining clear contact information for the booking, provision and payment of services

We will hold your name, address, email address, phone number and other relevant contact details you provide to us, and will use this information to maintain contact with you to provide your requested services, manage their delivery and bill you for them.  We retain relevant information in our events records for five years after the most recent visit or event you attend.  If you are a member of the College (including if you are a former student), we will provide our Development Office with your contact details in order for them to update their records, if you are happy for us to do this.

Providing you with necessary and preferred services

Where relevant, we will also collect data for the provision of services, your reason(s) for attending the event, your nationality and passport details, your car registration, your credit or debit card information and/or any service preferences you request specifically (e.g. room type, dietary requirements, amenities requested).  This may include you providing sensitive personal information.  We will not retain this information for any longer than necessary for the provision of the specific event or visit, which might require you to provide it on successive occasions.

Providing you with details about future College events

While we retain your contact information, we will contact you about future College events we believe may be of interest to you, providing you have given us explicit consent to do so.  Consent may be withdrawn at any time.

Fulfilling our legal obligations

The College is required to keep for 12 months the names and nationalities of all those staying in accommodation.  In the case of nationals outside of the UK, Republic of Ireland and the Commonwealth, we must also keep a record of your passport details and next destination. The College is also required to keep details relating to any financial transaction for a period of seven years.

We also operate CCTV on our site, which will capture footage.  

We do not share personal information with third parties.  If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given above.

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); and/or
• 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. Failure to provide the information reasonably requested of you may result in disciplinary action taken by the College, which could ultimately lead to your dismissal from employment. You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office.