Privacy

What is this Privacy Policy for?

The Dunstonian Association and any related entity maintains a database of alumni/ current and past parents and staff, called SDConnect , in order to stay in touch with St Dunstan’s College ’s community and keep all Dunstonians such as yourself  updated about news, events, careers initiatives and fundraising activities to name but a few activities.

Some of the individuals featuring on our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about  them. We are committed to protecting and respecting their privacy and this Policy sets out what information we collect about them, where and how we use (“process”) it. Data Protection Law gives individuals rights to understand how their data is being used.

We may change this Policy from time to time. If we make any significant changes we will advertise this on SDConnect or contact all members directly with the information via one of our monthly newsletters. Please check this page occasionally to make sure you are happy with any changes.

Anyone who works for or acts on behalf of St Dunstan’s College or The Dunstonian Association, including staff, volunteers, governors and service providers, should also be aware of and comply with this Privacy Notice.

 Responsibility for Data Protection

The Chief Operating Officer has overall responsibility for compliance with relevant data protection legislation and will endeavour to ensure that all personal data is processed in compliance with this notice.

If you have any questions about this Policy or concerning your personal information, please contact our Data Protection Officer at tbeard@stdunstans.org.uk.

 For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is The Dunstonian Association.

Type of personal information we collect:

The information we have about you depends on where we collect it, but may include:

- First name

- Last name

- Email

- Address

- Photographs

- Gender

- Date of birth

- Relationships with other Dunstonians

- Years at St Dunstan's College

- House whilst attending St Dunstan's College

- Higher education and work details

- Participation in our events, emails, competitions, surveys and other activities

- Donations made to St Dunstan’s College

- Geo-location data (your geographical location based on your IP address)

- Log-ins and activity on the website

- Linkedin profile details or information gathered from any public facing website such as Companies House or the Charity Commission

- A record of payments made via the website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations

- Consent options and communication preferences

- Content (such as announcements, stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means

- Messages that you send to other community members via the direct messaging system when logged in to this website

Some Dunstonians also choose to tell us about their time at St Dunstan’s College and their life since leaving. We may ask your permission to share this information in publications as this helps current and prospective students understand what other students have gone onto achieve after their studies at the College.

Where we collect information from

We collect personal information when you:

- visit this website

- create or update your online profile

- post content on to this website or other websites and social media sites managed by The Dunstonian Association

- take part in an event

- attend a meeting with us and provide us with information

- contact us in any way including online, email, phone, SMS, social media or post

- open an email sent from this website

- send a message via the direct messaging system on this website

- leave St Dunstan's College and we transfer some basic details about you from the College's CRM database into The Dunstonian Association database

- Linkedin profile details or financial information gathered from any public facing website such as Companies House, the Charity Commission, Zoopla

How we use your information

We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:

- providing you with the information or updates that you have asked for

- sending you communications (with your consent if required) that may be of interest, including invites to events, regular newsletters and the alumni magazine called The Notes

- running direct or indirect fundraising campaigns such as but not exclusively Legacy Campaigns or Telephone Campaigns

- data mining through publicly available sources such as Companies House, the Electoral Register, Linkedin 

- delivering our obligations under any contract between us

- seeking your views on the services or activities we carry out, so that we can make improvements

- updating our database records and ensuring we know how you prefer to be contacted

- analysing your engagement with our website and other content to help us improve our services for you

- running our mentoring programme/ club activities/ reunion events/ sports fixtures

- promoting the benefits and services available to alumni

Our legal basis for processing your information

The use of your information for the purposes set out above is lawful because one or more of the following applies:

- you have given us your consent for the information to be used

- it is necessary for us to hold and use your information to carry out our obligations under a contract entered into with you

- it is necessary for our legitimate interests to hold and use your information and we are not impacting your privacy by doing so

The Dunstonian Association and St Dunstan’s College will normally obtain consent to contact you. However, we consider that we have a legitimate interest in making all alumni aware of events that we believe will be of interest to you and will therefore do this unless you object.

St Dunstan’s College has a legitimate interest to contact you by post about fundraising opportunities, unless you object. Should you wish to limit or object to any such use, please contact development@stdunstans.org.uk in writing. You always have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising.

Updating your consent preferences

 If you have an online profile on this website you can update your consent options by logging-in and clicking on “My Settings” in your profile.  Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”.

 Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website.  Please note that your name (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 you have selected.

 If we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing.

 If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.

 If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.

You also have the following rights:

Right to be informed: We will be transparent about how we collect and process personal information and the purposes that we intent to use it for

Right of access: You have a right to access the data we hold on you

Right of rectification: You can ask use to correct information that you believe is incorrect

Right to erasure: In certain cases, you can ask to be forgotten

Right to restriction of processing: in certain cases, you can ask us to request that we stop processing your data

Right to data portability: we will make your information available to export for your personal use

Right to object: you can object to us using your data in certain circumstances, and an absolute right to stop data being used for direct marketing.

Rights regarding automated decision making: if you want to contact us about your consent preferences please contact The Dunstonian Officer at dunstonians@stdunstans.org.uk.

Subject access request

Any individual wishing to access or amend their personal data, or wishing it to be transferred to another person or organisation, or who has some other objection to how their personal data is used, should put their subject access request in writing y contacting the Dunstonian Officer at dunstonians@stdunstans.org.uk.

The College will endeavour to respond to any such written requests as soon as is reasonably practicable and in any event within one month.

If you are not happy with the way in which we have processed or dealt with your information, you can complain to the ICO.  Further details about how to complain can be found here.

How we keep your information safe

 We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.

 Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website 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 you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone.

 No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.

Who has access to your information?

Third parties who provide services for us, for example our printing partner for The Notes, Lavenham Press. We select our third-party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do 

Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event 

Web hosting, email hosting, analytics and search engine providers that enable us to run our community database and improve our website and its use 

Third parties in connection with restructuring or reorganisation of our operations, for example if we merge with another business. In such event, we will take steps to ensure your privacy rights will be protected by the third party

 Other than this, we will not share your information with other organisations without your consent.

Keeping your information up to date

 Please would you let us know if your contact details change. Online members can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile.  You can also update your details by contacting us at dunstonians@stdunstans.org.uk.

Cookies

 Some information and data may be automatically collected through the use of cookies on this website. Cookies are small text files employed on the website to recognise repeat users and allow us to observe behaviour and compile aggregate data in order to improve the user-experience we provide for our website visitors.

 The law states that we can store cookies on your machine if they are essential to the operation of the website, but that for all others we need your permission to do so.

 The list below explains the cookies we use and why:

 Cookie Description          Name    Purpose Session Cookie               TheDunstonianAssociation_Member_Code

TheDunstonianAssociation_PyroCMS

               Used to remember you as you travel from page to page in a single session (without leaving the website) in order to provide a continuous and unified experience

Functional Cookie            The DunstonianAssociation_Identify         Used to remember your login details when you return to the website after previously logging out, by storing them in your browser. This cookie is turned off by default and is only activated when you select the ‘Remember Me’ check box during login.

Opting out of cookies

 If you do not wish to receive cookies from us or any other website, you should be able to turn cookies off on your web browser: please follow your browser provider’s instruction in order to do so.  Unfortunately, we cannot accept liability for any malfunctioning of your computer or its installed web browser as a result of any attempt to turn off cookies.

 To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

Use of aggregated data

 Where data can be aggregated and anonymised, our website provider (ToucanTech) might use this for research purposes without restriction. For example, they may monitor traffic patterns, site usage, response rates and data trends to help make improvement to the website software. They are entitled to do this because the resulting data will not personal identify you and will therefore no longer constitute personal data for the purposes of data protection laws.

How long we keep your information for

 We will hold your personal information for as long as it is necessary for the relevant activity.

 Where we rely on your consent to contact you for direct email marketing/ fundraising purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. This will usually be for two years. We may periodically ask you to renew your consent.

 If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request. If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and the dates that you attended St Dunstan's College and archive your record in our database.

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 This Policy was last updated in November 2024