Data Protection Statement

We use your data to keep in touch with you as life–long members of Emmanuel.

We contact you as supporters & friends and to keep you informed about our activities & developments. We also provide services to you, and identify ways in which you can support Emmanuel. These are through donations, and other forms of financial & non-financial support.

This statement explains how Emmanuel College ('we' & 'our') handles and uses data. We collect this information about members & supporters, and others connected with the College ('you' & 'your').

How your data is used by the College

We use data for a number of interdependent purposes: relations with members, friends & supporters, communications & fundraising.

These include:

1. maintaining a record of your academic progress and achievements in the College & the University, and elsewhere
2. retaining a record of your academic, career or other life achievements. This is in order to promote & improve the reputation of the College. It also helps you to network with other College members effectively
3. including you in College and University events that we believe will be of interest to you. These include alumni events, volunteering opportunities, and other ways you can contribute to the life of the College
4. providing you with information about the development of the College. This includes major initiatives & programmes relating to academic endeavour. They also apply to the provision of services & facilities to members, and the wider public
5. encouraging you to make a financial contribution to the College and/or the University. This enables us to process any such contributions
6. helping us to plan our fundraising effectively

Communications may be sent by post, telephone or electronically. These depend on the details we hold, and your contact preferences. If you are a new contact for Emmanuel College, we will ask you how you would like to receive news & other communications.

You can get in touch with the Development Office to change your preferences or to cancel all communication from us. Please contact us if you have concerns or queries about any of these purposes, or how we communicate with you. You can request changes at any time.

The data held by the College

We believe that most members understand 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. It is our strong preference to continue such collaborative working thereafter.

We have a separate database from the University, but we also have access to the University’s database. We also maintain other electronic and paper records. Any transmission of data to or from the University is managed through agreed processes. These comply with UK data protection legislation. The University has its own data protection statement and procedures.

The Appendix outlines the content of most records. These are made up of information provided by you, the University, or obtained from reputable sources.

Where data are included from sources external to the University and the College, we only use data from our partners (as outlined below) or other reputable sources. We may use automated or manual analyses to link data together. This helps us identify your interest and potential for supporting the College & the University.

Before seeking or accepting donations, we may conduct due diligence This may include reviewing publicly available personal data relating to criminal convictions & offences.

When the College shares your data with others

Depending on constraints set by you, we may share any of the above categories of data with the University. You may change these preferences at any time.

We also share data on a considered & confidential basis, where appropriate, with:

• Cambridge in America — the University’s affiliate alumni and supporters’ office in the US — and the board of the American Fund for Emmanuel,
• volunteer partners closely related to the College (e.g. members of the Emmanuel Society’s Committee, Emmanuel ambassadors, development board members).

We also provide data under contract for specified time-limited purposes, including:

• those providing services to you on our behalf or services to the College (our 'data processors') such as the telephone campaign coordinator,
• third party agencies who provide us with data in the public domain about alumni and supporters, as outlined in the Appendix.

We do not sell your personal data to third parties under any circumstances We also do not permit third parties to sell on any data we have shared with them.

We also facilitate communication between individual members (of the College or the University). 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. This protection is by an adequacy decision by the European Commission. It also is covered by standard data protection clauses adopted by the European Commission (which are available from our Data Protection Officer) or, before 25/05/18 by a self-assessment of adequacy.

Your rights

The legal basis for processing your personal data is that it is necessary for the purposes of our legitimate interests. These are 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.

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
• to ask for the transfer of your data electronically to a third party (data portability)

In some cases, we may have to continue processing your data, despite a termination request from you. If that is the case we would discuss it with you.

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 on this webpage. You will be notified via other communications, as we deem appropriate or necessary.

You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office.

Questions and further statutory information

The controller for your personal data is Emmanuel College Cambridge CB2 3AP.

The person responsible for data protection at the time of issue is the Bursar, Dr Gross. He monitors compliance with relevant legislation, in relation to the protection of personal data,

Please contact us at the address given above if you have any concerns or questions about the above. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these. Please note that there may be circumstances where we cannot comply with your specific request.

Where you exercise your right to erasure, we will continue to maintain a core set of personal data:

• name
• subject(s)
• matriculation & graduation details
• unique University identification number
• DOB

This is to ensure we do not contact you inadvertently in future. We still maintain 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 & accounting matters).

If you have any concerns about your personal data held by the University, you will need to contact the University separately.

APPENDIX

We collect & process your personal data for a number of purposes, including:

A. maintaining a record of your academic progress and achievements of the College & the University of Cambridge:

• your current/previous name(s)
• unique personal identifiers (e.g. student number, CRSID, DOB)
• your current/previous contact details
• matriculation & graduation details
• records of your academic qualifications
• other details of your academic progress/achievement

B. retaining a record of your academic, career or other life achievements:

• details of your achievements after graduation
• membership of Clubs & Societies (including alumni groups),
• previous & current employment status (including retirement) These include job title, sector, income, work contact details & dates of employment

C. including you in College and University events that we believe will be of interest to you:

• known relationships with other members (past or present) of the University or any of the Colleges
• your previous attendance at College/University events,
• information about your areas of personal interest,
• personal data relating to your attendance at events
• your personal preferences (e.g. dietary/accommodation requirements),
• records of any communications (verbal or written) we have had with you. This includes the purpose & outcome of those communications.

D. providing you with information about the development of the College. This includes major initiatives & programmes which relate to academic endeavour. It also applies to the provision of services & facilities to members and the wider public:

• any communication preferences confirmed by you
• ways in which you have supported the College

The provision of email address/telephone number, we have taken this to be consent to use those channels to contact you for this and other purposes outlined in this statement. This is unless you have outlined to us your preferred communication channels. When you provide this information, we will assume that we can use this information for other purposes outlined in this statement. This is unless you notify us otherwise. By providing us with your telephone number, we have taken this to mean that you are happy to receive phone calls up until 2200 (local time). This is based on our previous experience of calling members and friends of the College and applies unless you notify us otherwise.

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 any financial contribution from our members.

• the purposes & amounts of any donations or other support previously provided to the University/College by you
• the method(s) of payments used & related payment references
• 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 that we can use this information for other purposes outlined in this statement. This is unless you notify us otherwise.

F. helping us plan our fundraising effectively:

The College undertakes research to stratify and segment our fundraising approaches. This is so that we can tailor our approaches to you, in line with our understanding of your ability to support us. This results in us 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, within the college’s segmentation process. This is determined by a combination of your giving history and your attendance at College/ University events. It also takes into account your other interactions with the College since you graduated. This includes any positive or negative indications from you about your capacity or willingness to give to the College
3. gifts you have made to other charitable organisations

We will always check with you before publishing achievements in our publications. We may supplement information from other public sources that we consider to be reliable:

• public social media profile(s)
• Queen’s Honours List
• Companies House
• high profile news reports or articles

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. This is 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, pass it on to other third parties, or retain it. We do not sell your personal data under any circumstances.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us.