General Statement of the School's Duties
To deliver its services to the School, Old Foresters’ Club (‘OFC’) and alumni, the Alumni Office processes relevant personal data regarding staff, former staff, alumni, pupils and their parents as part of its operation. Processing may include obtaining, recording, holding, disclosing, destroying or otherwise using data. All data is securely held by the Alumni Office under the terms of GDPR and will be treated confidentially and with the utmost care and respect.
Data you give to the School, and the Alumni Office (including personal data, collected during your association with the School) either online via the School website, by email, by telephone, in person or by postal update will be used by School staff for purposes directly related to the interests of the School and/or its alumni. Such data may include (but is not limited to): names and addresses; bank details;academic, co-curricular, disciplinary, admissions, examination marks and attendance records; references and employment; current interests.
Your data will improve our engagement with you by helping us to target our communications and gain a better understanding about what School and Alumni Office activities may be relevant and appropriate to you. Data and publicly accessible information is used to research your interest in School and alumni events, sports and other activities and to verify that you are a bona fide alumni/parent should you wish to join a recognised Forest School/Alumni online, social or other group.
Processing of Personal Data and Sensitive Personal Data
Any information that falls under the definition of personal and sensitive personal data, and is not otherwise exempt, will remain confidential and will only be disclosed to third parties with the consent of the appropriate individual.
Your data will not be disclosed to external organisations other than those acting as agents for the School to operate its IT and data environments. Any movement or storage of data, both within and outside the UK, will be performed under appropriate safeguards and security provisions and in line with the terms of the General Data Protection Regulation (GDPR).
Rights of Access
Under the GDPR you have the right to be told whether information exists about you, and the right to receive the information. To access your personal data you should put a request in writing to the Privacy Officer. You will be required to provide the School with proof of ID and proof of address. The School will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event, within one month for a Subject Access Request.
Certain data is exempt from the right of access under GDPR. This may include information that identifies other individuals, information that the School reasonably believes is likely to cause damage or distress, or information that is subject to legal professional privilege. The School will also treat as confidential any references given by the School for the purpose of the education, training or employment, or prospective education, training or employment of any alumnus/alumna.
The rights under GDPR are the individual's to whom the data relates.
Use of Personal Data by the School
We may communicate with you in person, by phone, email and mail, except where you have expressed a preference not to be contacted in a specific way and your data will be used for the following purposes:
- To maintain relationships with alumni of the School, including transferring information to any association, society or club set up for the purpose of establishing or maintaining contact with alumni.
- The distribution of School and OFC publications.
· Placing of photographic images of staff, alumni and pupils in School and Alumni publications and on the School website and retaining them in the Archive for historical purposes.
- To give notification of events.
- Promote career networking and The Network.
- Research, audit and survey purposes to better deliver services of interest to alumni.
- The sending of emails, which will be tracked and stored and analysed to ensure that we are better able to tailor our communications
- The promotion of benefits and services
Should you wish to limit or object to any such use please notify the Head of Alumni Engagement in writing to Forest School, London, E17 3PY or by email to firstname.lastname@example.org. You can change your preferences at any time
The School will endeavour to ensure that all personal data held in relation to you is accurate. You should notify the Head of Alumni Engagement of any changes to information held about you. You have the right to request that inaccurate information is erased or corrected.
The School will take reasonable steps to ensure that members of staff will only have access to personal data relating to staff, pupils, their parents or alumni where it is necessary for them to do so. All staff will be made aware of this policy and their duties under GDPR. The School will ensure that all personal information is held securely and is not accessible to unauthorised persons
If you believe that the School has not complied with this Policy or acted otherwise than in accordance with GDPR, you should contact the Head of Alumni Engagement, Warden or Privacy Officer.
Last updated: 04 February 2019
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