THE BELFAST OLD INSTONIANS ASSOCIATION
Privacy Notice: How we use Member information
The Association is the hub for communications with past pupils, staff and friends of the Royal Belfast Academical Institution (the School). This notice describes what information the Association holds about you, why we hold it and how we use it
WHAT IS DATA?
Data is any information which relates to you – the individual. Personal data is information which can identify you. An example of personal data is your full name, address and date of birth.
WHY WE COLLECT AND USE YOUR DATA
Processing your data helps us to maintain your connection with the Association. We process your data in pursuit of our legitimate interests or because we hold your consent for specific activities. It enables us to communicate and engage with you, updating you regarding school news, member news, updates, events and fundraising.
The information which we collect, hold and share includes the following. We do not necessarily hold all of this information for every alumnus.
- Personal information such as name, title, date of birth and gender
- Contact information such as home address, business, email, and telephone
- Education information and your connections with the School including clubs, societies and affiliations
- Employment/career details, career biographies or member profiles
- Video and photographic images such as, sports team photographs, school visits/ events records
- Information publicly shared on social media, eg LinkedIn, Twitter, Facebook etc.
- Health related information if attending an event e.g. access, dietary requirements
- Family and partner/spousal name only
- Relationships with other members or people associated with the School
- Payments of subscriptions, and donation records to the Association Funds (eg Benevolent and Centenary Funds)
- Bank account details (for members/donors who make regular payments)
- Event attendance
- Identification numbers on our member database
Some of the information we process, such as disability details for access to an event, is sensitive personal information that we will not process unless we have your explicit consent, or we are legally required to do so.
WHERE WE COLLECT YOUR DATA FROM
We collect your data from a number of sources but primarily information is collected directly from you. We may also collect data from:
- School staff, Association members and peers who make introductions
- carefully selected third parties that help keep our data up-to-date or to help enrich your data e.g. screening companies and the RBAI Foundation
YOUR DATA: ACCURACY AND SHARING
Accuracy of Data
We always aim to keep your data accurate and up to date. Data that is inaccurate can be amended on request. Please notify us if your personal details change or if data we hold about you is inaccurate.
Depending on your privacy settings, we may use social media sites like LinkedIn, Facebook and Twitter and/or other data enrichment services to validate your data and help us maintain our communication with you.
We create and hold your data both electronically and on paper. The Association considers its relationship with members as ongoing and as such will maintain a record until you tell us you no longer wish to keep in touch or we have a requirement to delete information.
Sharing your Data
We will never sell your data to third parties and we will only share your data to legitimately maintain your relationship with the Association. We sometimes work with external providers to develop and improve the data we store. These include data enrichment and screening companies.
If you are a member of the BOIA your data is shared between the Association and the RBAI Foundation as the Foundation maintains the BOIA database and carries out some administration on behalf of BOIA.
If you have made a payment or given a donation, we may share data to process your donation with your bank, under your instruction.
We may have to disclose your data if required to do so by law in order to comply with a legal obligation, for example, to protect or defend our rights, interests or property.
SECURITY OF YOUR DATA
There are strict codes of conduct in place to keep your information safe and staff abide by data protection legislation.
We ensure that suitable measures are in place to prevent the unlawful or unauthorised processing and against the accidental loss of, or damage to, your personal information. This includes:
- Storing data on a secure, specially designed, alumni relationship management database
- Training staff in data protection and their responsibilities
- Collaborating only with reputable companies for data processing services, who comply with data protection legislation and put in place appropriate non-disclosure agreements
- Ensuring that alternative protection is in place if we work with trusted organisations based outside the European Economic Area (EEA) in countries that do not have comparable data protection laws to the UK
CONTROL OVER YOUR DATA
You can update your data or contact preferences at any time or advise us you wish us to stop contacting you by emailing the Membership Secretary at email@example.com, by writing to JT Walker, 9 Pinehill Road, Bangor, BT19 6SA, or by calling +44(0)28 9146 7946.
If you do not wish us to continue to process your data, we will retain minimal details on our database to ensure your details are not re-added in the future for another purpose or through another data collection route.
If you would like to access your personal information or if you have a complaint in relation to the data we hold on you, please make a request in writing to Claire Moore, Bursar, RBAI, College Square East, Belfast BT1 6DL.
You will need to be able to provide proof of identity (e.g. full name, address, date of birth). We will provide your information within 30 calendar days of receiving your request.