St. Francis’ College Association
General Data Protection Regulation - Our Commitment to your Privacy
This policy is intended to provide information about how SFA will use personal data about its members. SFA has a legitimate interest to process personal data in order to maintain relationships with alumni of St. Francis’ College. The data controller is SFA
Information we collect
By completing a registration form, or uploading details via our online application form the following information is added to our database
- Email address
- Postal address
- Year of joining and leaving St. Francis’ College
- Maiden name
- Name known at St. Francis’ College
- Mobile phone number
- Communication History
- Communication preferences
We also hold some historical photographs of former pupils in the school archive and photographs of members taken at SFA events.
Once your name has been added to our database then a secure password is sent to you allowing you to access our online membership portal via the website. It is then up to each member to decide what additional information they wish to add. Depending on what individuals submit we may collect the following categories of information. At any point members may edit or remove data from their personal record
Why we collect your data
- Date of Birth
- Marital Status
- Class of
- A level Subjects
- Extra-curricular activities undertaken at St. Francis’ College
- Education History
- Employment History
- Photograph of Individual which you submit on your profile
SFA collects your information because it has a legitimate interest in processing your personal data in order to maintain links with alumni. All communication will be relevant and adhere to your chosen communication preferences. Historical photographs of you may be held in the school archive as part of the history of St. Francis’ College.
Processing your data allows us to;
- keep in contact with you;
- share news via our annual newsletter;
- update you about upcoming reunions or events organised by SFA;
- send you information about SFA;
- update you with any events organised by the school we think you might be interested in. Please note this information will always be sent by SFA and not directly to you by the school.
If you give us information regarding your work or job history via SFA website or in writing to us we will always ask your permission before this information is shared with other people.
How we collect your data
We collect data from individuals directly and with their consent. We collect this data either via a paper application form, via an online application form, via our secure email address firstname.lastname@example.org
or by you accessing our online portal on the SFA website and submitting data.
We do not collect data via any 3rd
parties or via our private Facebook group.
Who has access to your data?
Your information is managed by our membership secretary and may be shared with other committee members for the purposes of sending you SFA and College related information.
We will not share your information with any 3rd
Security of your Information
We maintain commercially-reasonable technical, administrative and physical security measures designed to protect your information. We use an external software company (In Touch Software) to manage our systems. They are GDPR compliant.
How long SFA keep your data?
SFA is committed to holding your data securely and treating it with sensitivity. As SFA would like to develop a long standing relationship with you we will hold your data for as long as it is lawful and legitimate for us to do so. Some data and photographs will be used to form part of the school archive.
You have a choice about whether or not you wish to receive information from us and how we communicate with you. You are welcome to contact SFA at any point if you wish to amend these choices. We may use photographs on SFA or College website, our social media sites to advertise the school and promote SFA or in the school archive. If you have any concerns about the use of photographs, please contact our Membership Secretary.
If you do not provide personal data SFA will not contact you. You may ask for your personal data to be removed at any point.
As a data subject, you have a number of rights. You have the rights to:
- request a copy of the information we hold about you
- update or amend the information we hold about you if it is wrong
- change your communication methods at any time
- Ask us to remove your personal information from our records
- raise a concern or complaint about the way in which your information is being used
- object to the processing of your data where SFA is relying on its legitimate interests as the legal ground for processing.
If you would like to exercise any of these rights, please contact email@example.com
Please see https://ico.org.uk
for further information on the above rights. You may also contact SFA on firstname.lastname@example.org
for further information
If you believe that SFA has not complied with your data protection rights, please contact us first so we can resolve the matter for you. However, if you are still not happy you can complain to the Information Commissioner. Please see https://ico.org.uk
We may amend this privacy notice from time to time. It will be available on the SFA website to view. Any substantial changes that affect your rights will be sent to you directly as far as is reasonably practicable.
St. Francis’ College Association
St. Francis’ College
Letchworth Garden City SG6 3PJ