Data Protection Privacy Notice for Alumni

About this notice

This notice explains how Ealing Independent College (EIC) handles and uses the personal data we collect about alumni of the College. It is in addition to EIC’s Data Protection Policy, Parent Privacy Policy (children over the age of 13) and Information and Records Retention Policy, all of which identifies the College as a data controller in terms of Article 4 of the General Data Protection Regulation (GDPR).

All data is held securely and will be treated confidentially and with sensitivity to enable us to further the work of EIC and better provide services to our alumni. We aim to always be clear about how and why we collect your personal information, and not do anything that you would not reasonably expect.

What is "personal information"?

Personal information is information that the College holds about you and which identifies you. This includes information such as your name, date of birth and address as well as things like exam results, medical details and behaviour records. The College may also record your religion or ethnic group. CCTV, photos and video recordings of you are also personal information.

Personal information that we hold

When students have completed their studies at EIC, the student records are moved over to our alumni database (please see our Parent Privacy Policy for children over the age of 13 and Data Protection Policy for details on the data we hold during your studies). As it is important for the College to stay in touch with its alumni community, we may collect data after you have left the College through proactively contacting the alumni community to generate more information on further studies, careers, updated contact details, and achievements and accomplishments. All the data gathered will be stored in your alumni records.

Most alumni records contain:

  • details of your education (e.g. your programme, the course you have completed, dates of study)
  • unique personal identifiers and biographical information (e.g. student number, date of birth)
  • your contact details (and we update these whenever you let us know that they have changed)
  • details of your interactions with EIC including: your visits to the College, your attendance at events, your membership of clubs and societies, other contact with us
  • personal data provided by you for a specific purpose (e.g. disability and dietary preferences for event management purposes, news and updates shared for EIC communication)
  • your communication preferences, to help us provide tailored and relevant communications

We also record, where applicable, based on information which you provide to us and, in some cases, publicly available information (as listed below):

  • your career highlights and other life achievements
  • information about your areas of interest and extra-curricular activities

How long your personal data is kept

EIC maintains a record of all former students and, as such, we hold education details in perpetuity. Other information will be reviewed according to the College’s records retention schedule and deleted if the criteria for retention are no longer met (please see our Information and Records Retention Policy).

How we use your data

Your data is used by us for a number of interdependent purposes in support of alumni relations and communications. These include:

  • sending you publications (e.g. newsletters and updates about the College)
  • conducting surveys
  • sending you details of opportunities to speak and mentor at the College
  • inviting you to alumni events
  • the promotion of other opportunities and services available to you (e.g. offers and opportunities available through the College's alumni network)
  • internal record keeping, including the management of any feedback or complaints
  • administrative purposes (e.g. to administer an event you have registered for or attended)

Communications to you may be sent by post, telephone or electronic means (principally by email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us using the contact details at the bottom of this notice. 

We will always respect a request by you to stop processing your personal data, and in addition your statutory rights are set out below.

How we protect your data

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

We do not sell your personal data to third parties under any circumstances.

We also facilitate communication between individual alumni, but in doing so we do not release personal contact details without prior permission.

Your rights

You have the right to:

  • ask us for access to, or rectification or erasure of your data
  • restrict processing (pending correction or deletion)
  • object to communications
  • ask for the transfer of your data electronically to a third party (data portability)

Many of these rights are qualified in various ways.

If you have any concerns about your personal data held by EIC please contact the College on the details below.

Further information 

For further information, please see EIC’s Data Protection Policy. If you have any queries about this privacy notice or how we process your personal data, please write to the person responsible for data; carol.milstead@ealingindependentcollege.com by email, or Mrs Carol Milstead, Ealing Independent College, 83 New Broadway, W5 5AL, London by post.

Last updated 25 May 2018

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