Data Protection Statement
This statement explains how Jesus College (“we” and “our”) handles and uses data we collect about our alumni, our past, current and future supporters, and others connected with the College (“you” and “your”). In broad terms, we use your data to keep in touch with you as alumni (and life-long members of the College), as supporters and as friends, in order to keep you appraised of our activities and developments, to provide services to you, and to identify ways in which you can support the College, through donations and other forms of financial and non-financial support.
How your data is used by the College
Your data is used by the College for a number of interdependent purposes, including alumni, supporter and friend relations, communications and fundraising. These include:
- sending you copies of College publications including the Annual Report, Jesuan News and e-newsletters,
- sending you invitations to College events including Reunions, anniversary lunches and dinners, receptions, talks, concerts, cultural activities, sporting and JCCS events,
- appeals and requests for donations, including assessments of your ability to donate and research on when and whether particular fundraising appeals may be of interest to you,
- processing of donations and stewardship of donors,
- the promotion of other services open to you as alumni, supporters and friends, and
Communications to you may be sent by post, telephone or electronic means, depending on the contact details we hold 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 at the address given below.
What data is held by the College
We work closely with the University in order to promote a coordinated approach to you. We have a separate database from the University, but we also have access to the University’s database: additionally, we maintain other electronic and paper records. Any transmission of data to or from the University is managed through agreed processes which comply with UK data protection legislation. The University has its own data protection statement and procedures.
Where provided by you, or provided by the University or obtained from reputable sources, most records contain:
- details of your school, College and University education,
- unique personal identifiers (e.g. student number, date of birth),
- your current and past contact details,
- your membership of clubs, societies and other alumni groups,
- your attendance at College or University events,
- other contact with the College or the University since graduation,
- benefits and services provided to you,
- your relationships with other alumni or supporters of the College, the University and other Colleges within Cambridge,
- your career history and other life achievements,
- financial information relating to you and your relationships (including but not necessarily limited to income, philanthropy and other giving),
- donations and other support given by you,
- information about your areas of interest,
- personal data provided by you for specific purposes (for example, disability, dietary preferences or lifestyle status for event management), and
- your communication preferences.
Where data is 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 to help us identify your interest and potential for supporting the College and the University.
Before seeking or accepting donations we may conduct due diligence, including reviewing publicly available personal data relating to criminal convictions and offences.
When the College shares your data with others
Depending on constraints set by you, and which you may change at any time, we may share any of the above categories of data with the University.
Additionally, we share data on a considered and confidential basis, where appropriate, with:
- Cambridge in America (the University’s affiliate alumni and supporters office in the US),
- volunteer partners closely related to the College (e.g. alumni and year group representatives, development board members), and
- contractors providing services to you on our behalf or services to the College (our “data processors”) such as the telephone campaign coordinator.
We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.
We do not use third party wealth screening companies.
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.
The legal basis for processing your personal data is your consent, where you have provided this, and otherwise our legitimate interest.
You have the right to withdraw your consent at any time. There is no statutory or contractual requirement for you to provide us with any personal data.
In addition to the rights outlined above, 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).
We will retain your data indefinitely or until you request us to do otherwise. We will publish on our website any changes we make to this data protection statement and notify you by other communication channels where appropriate.
You have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/.
Questions and further statutory information
The controller for your personal data is Jesus College Cambridge and we can be contacted at firstname.lastname@example.org.
The College’s Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data, and can be contacted at email@example.com.
Please contact us through the address given above if you have any concerns or questions about the above information. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these, but 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 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).
If you have any concerns about your personal data held by the University, you will need to contact the University separately.