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This notice is for all users of ‘Yarm Alumni’ powered by ToucanTech and is available at www.yarmalumni.org
This notice is intended to provide information about how Yarm School collects and uses personal data about our alumni. This notice should therefore be read in conjunction with the School’s ‘Privacy Notice for Parents and Pupils’, ‘Pupil Data Retention Policy’ and ‘Data Retention Policy’, which can be found on the School’s website. Former parents may also wish to refer to the Parent Contract.
INTRODUCTION
We maintain a database of alumni / governors / employees / supporters / parents / pupils in order to stay in touch with our community. The School processes personal data which alumni provide us during their time at the School.
Some alumni on our database choose to join our online community by registering on this website and creating an online profile. This policy applies to all alumni with online profiles and any alumni for whom we hold offline database records.
THE PERSONAL DATA WE HOLD
The data we hold on alumni will vary depending on the relationship with School.
For former pupils, the School will typically extract and retain limited key information from pupil records. This key information will be retained only for as long as is necessary, strictly according to our purposes, or until the alumnus advises School that they wish to exercise their right to be forgotten; whichever comes sooner.
The data we hold in each alumnus record may include:
For former employees, governors and parents the School will retain only basic contact details on yarmalumni.org, such as name, email addresses, postal addresses and occupation (where relevant). Any further personal details pertaining to former employees or volunteers will be retained according to the School’s Data Retention and Disposal Policy.
We hold and process this information initially (i.e. uploading personal data into the system) on the grounds that it is in the ‘legitimate interests’ of the School to do this and is also beneficial to the individuals concerned (Article 6(1)(f) of GDPR).
In some cases, alumni can choose to add other information to their profile, which could include include:
School may also update alumni careers details based on information which is available in the public domain.
In limited circumstances the School will anonymise alumni personal data (so that it can no longer be associated with individuals) specifically for research purposes within the School. In such cases, we may use this information indefinitely.
School may track emails and any links clicked on in our emails; this may be used to personalise digital content to individual alumni. This is necessary for our legitimate interests (for running our website, provision of administration and IT services, network security, to study how you interact with our emails, develop our method of communication and inform our strategy).
The Toucan Tech website uses cookies to retain user preferences and collect website usage information via Google Analytics such as IP addresses. This is necessary for our legitimate interests (to define types of user, to keep our website updated and relevant and to develop and inform our strategy). Further information on cookies, and how to disable them if desired can be found on www.yarmalumni.org.
HOW WE USE YOUR DATA
The information provided is used by the School for a variety of alumni activities. When alumni consent, the School may contact you with relevant information and marketing communications such as:
Alumni may withdraw consent (see CONSENT & RETENTION section) at any time.
CONSENT & RETENTION
Alumni who wish to maintain a personal online profile on this website can update their consent options by logging-in and clicking on “My Settings” in their profile. Scroll down to find ‘Consent options’ where “opt-in”, “opt-out” and “unspecified” consent options are available.
Should alumni wish to hide their profile on from Google and limit notifications, this can be done from ‘My Settings’ so that the profile is adjusted accordingly. Please note that individual alumni names (but not full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results, irrespective of the privacy settings selected.
If alumni click ‘unsubscribe’ at the bottom of any email sent from within the Toucan Tech system, they will be automatically opted-out of these types of email communications in the future.
Ordinarily therefore, the onus is on alumni as ‘data subjects’ to update their communication preferences regularly, including whether alumni wish to exercise their ‘right to be forgotten’ (which can be done by emailing the Alumni Team at alumni@yarmschool.org). In doing so, the implication for alumni upon deletion of their records is that they will no longer receive any communications from School about alumni-related events and activities.
We will hold alumni personal information for as long as it is necessary for the School’s purposes.
Where we rely on consent to contact alumni, we will treat that consent as lasting only for as long as it is reasonable to do so. We may periodically ask alumni to renew or update their consent.
HOW WE KEEP ALUMNI DATA SAFE
The School will take appropriate steps to safeguard alumni personal data, which is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and is managed by the alumni website (www.yarmalumni.org) provider, ToucanTech. Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.
We always ensure only authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.
If alumni maintain an online profile for the www.yarmalumni.org website, they are responsible for keeping their login details (email and password) confidential. We strongly advise that alumni do not share their password with anyone.
OUR LAWFUL BASIS FOR USING THIS DATA
We will process the personal information alumni provide only when we have their consent to do so, or when it is in our legitimate interests (or those of the alumnus, or a third party). Such legitimate interests include enhancing the experience of both our alumni and potentially our current students.
SHARING DATA
In accordance with Data Protection Law, some of our processing activity is carried out on our behalf by third parties, such as our web developers or cloud storage providers. This is always subject to contractual assurances that personal data will be kept securely and only in accordance with the school’s specific directions.
Alumni personal data will not be passed without permission to external organisations or individuals, other than those companies with whom we have contractual agreements with regarding data security, such as the School’s website developer. Alumni personal data will never be sold by the School.
YOUR RIGHTS ABOUT THE DATA WE HOLD
If alumni personal details change, we really appreciate you taking the time to notify us.
This information is provided in accordance with the rights of alumni under Data Protection Law to understand how the School uses any personal data that we hold about them. The School is the ‘Data Controller’ for the data processing associated with www.yarmalumni.org and has appointed the School Manager as Privacy Officer. They will endeavour to ensure that all personal data is processed in compliance with this Policy and the Principles of the Data Protection Act 1998 (as superseded), the GDPR and PECR. They can be contacted at catherine.evans@yarmschool.org.
Under GDPR, you have the right to withdraw your consent for us to use your data or to have us correct it, should you consider it inaccurate. You can do this by updating your profile on www.yarmalumni.org or by emailing alumni@yarmschool.org.
In the event of a data related issue remaining unresolved to your satisfaction, you can choose to escalate the matter to the Information Commissioner’s Office (ICO) https://ico.org.uk/ if you believe that we have not handled your data according to the principles of GDPR. However, you should be aware that the ICO recommends that steps are taken to resolve the matter internally wherever possible before involving the regulator.
CHANGES TO THIS NOTICE
From time-to-time this notice may be updated at the School’s discretion or when legal requirements mandate a change. Any revisions will normally only be notified via this webpage and the date of which the latest revisions will be noted at the bottom of this page.
1 ‘Alumni’ refers to any governors, employees, parents and pupils who were previously working or studying at Yarm School or engaged as fee-payer stakeholders.
2 Processing means any operation performed upon personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.
Author: Lynsey Craig, Marketing Manager
Date: 28th June 2023
Review date: July 2023