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Keble Data Protection Statement

Full Data Protection Statement February 2012

Your data

The purpose of the Keble Alumni and Development Office Database (ADOD) is to provide a common source of data on all alumni, donors, students, staff and friends of the College. The long-term intention behind this resource is to improve mutual understanding, by enhancing the quality of our communication at all levels and developing a better appreciation of our relationship with you, and other alumni, donors and friends.

ADOD may be used by the College, by "Participants" which are recognised alumni societies (Rowing Society, Douglas Price Society, Harris Society),  the Keble Association to communicate with KA members, and sports and other entities administered by the College. The database will comprise data that have been collated by the College and each of the Participants. We hope that this will lead to your details being kept more up to date and that it will help improve our communications with you. For the purposes of the Data Protection Act 1998 (“the DPA”), the College is the “data controller” of the personal data held in ADOD.

Personal data processed in ADOD

Any personal data held about you in ADOD will usually have been collected from you during the course of your relationship with the College and/or one or more of the other Participants. Some of the data may also have been obtained from publicly available sources and third parties.

The personal data that may be stored and processed in ADOD includes your name and title, contact details, information about your Keble/Oxford and other education history, Keble/Oxford club/society involvements, Keble/Oxford awards you have received (prizes, scholarships, accolades, bursaries etc), current interests and activities (including honours, achievements, qualifications, etc), spouse/partner and family details (i.e. the name, address and year of birth of any such family member), professional activities, relationships to other alumni, donors, students, staff, friends and groups of Oxford and to organisations and other groups, communications and marketing activities by the College and/or some of the Participants with you, donor status and wealth assessment information, volunteer work you have undertaken with the Collegiate University or any Participant, and your attendance at events held by the College its Participants and the Collegiate University.

Further information such as financial data (including records of donations that you have made to the College, or any Participant and any direct debit or standing order details), additional information provided about your family and particular personal interactions may only be shared with the relevant Participant(s) who has a specific identified relationship with you.

 

Purposes for which your data may be used

Unless you have requested otherwise, the College and the College on behalf of its Participants may use the data held in ADOD for a full range of communications and marketing activities with you (by mail, e-mail, telephone, fax or text message), including distribution of publications, the promotion of benefits and services, notification of events and for programmes involving academic and administrative departments. Data may also be used in fundraising programmes. The data will not be passed without your permission to external organisations or individuals other than those acting as agents of the College or contracting to provide services to the College that entail access to the data. Please note that some College users may access your personal data held in ADOD from outside the European Economic Area. The College does not sell any data to third party organisations.

You have the right under the DPA to object to the holding of your data on the ADOD system or the use of your data for any or all of the above purposes. Please contact the Alumni Office (see contact details below) or the applicable Participant(s) as appropriate if you wish to opt out of your details being held, or if you wish to opt out of receiving any or all of the range of communications and marketing activities, or if you wish to amend the contact information we use to reach you.

If you request that your data are removed from ADOD, we will remove all personal data, with the following exceptions:

  • your name, subject(s) studied, and year(s) of matriculation/graduation;
  • a note of the request to remove your data will be retained, to prevent you from being inadvertently contacted in the future;
  • information needed to comply with statutory requirements (such as in relation to Gift Aid) may be retained, but only for so long as those statutory requirements specify; and/or
  • an anonymous reference may be attributed to you in documentation compiled from the record of your event attendances and/or the record of donations that you have given, for the purposes of internal or external recording or accounting for any event attended, and for any donation required to be retained for audit, reporting or accounting purposes.

Security measures and Data Retention

We take the security of your personal data very seriously. In addition to the security measures imposed on users by the ADOD system itself, it is a condition of Participants and their individual users accessing the data within ADOD (including when this is from outside the UK or the EEA), that they undertake additional measures to protect the security of any personal data accessed in ADOD.

In accordance with the principles of the DPA, we aim to keep the data held in ADOD up to date and only so long as the data are relevant for the above purposes or otherwise for reporting or auditing requirements of the College, Collegiate University and its Participants. Please let us know if your details need updating at any time.

Your rights to access your personal data

As a data subject, under the DPA you have rights of access to the personal data held about you by any data controller. If you wish to access the personal data held about you in ADOD, please contact the Alumni Relations and Development Office using the contact details below:

Alumni Relations and Development Office
Keble College, Oxford OX1 3PG, United Kingdom
Email: dev.off@keble.ox.ac.uk

Contacting us

If you have any queries about the use of your personal data in ADOD, wish to notify us of a change in your contact or other details or wish to request a change to the processing of your personal data, please contact the Alumni Relations and Development Office or the applicable Participant(s) as appropriate.

Alumni Relations and Development Office
Keble College, Oxford OX1 3PG, United Kingdom
Email: dev.off@keble.ox.ac.uk