Binsongives2024.robinson.cam.ac.uk Privacy Policy. How we use your personal

information.

This statement explains how Robinson College (“we” and “our”) handles and uses data we collect (via

the binsongives2024.robinson.cam.ac.uk website) about alumni and our past, present and future

supporters (“you” and “your”). In broad terms, we use your data to manage the ongoing relationship

between the College and you as part of our lifelong community of scholars and supporters, including

keeping in touch with you, keeping up to date on your achievements, and engaging with you on how

you can continue to contribute to College life and otherwise support the College.

The College considers its relationship with its alumni to be a lifelong one and therefore we will retain

your data indefinitely or until you request us to do otherwise. When changes are made to this

statement, we will publish the updated version to our website and notify you by other communications

channels as we deem appropriate or necessary.

The controller for your personal information is Robinson College, Grange Road, Cambridge CB3

9AN. The person responsible for data protection at the time of issue, and the person who is

responsible for monitoring compliance with relevant legislation in relation to the protection of personal

information, is the College Data Protection Lead (CDPL), Head of Conference & Catering, Nick

Lomax data.protection@robinson.cam.ac.uk.

The legal basis for processing your personal data is that it is necessary for the purposes of our

legitimate interests, where we have concluded that our interests do not impact inappropriately on

your fundamental rights and freedoms, except where elsewhere in this statement we have indicated

otherwise. You may ask us to explain our rationale at any time.

A full list of Robinson’s Data Protection Policies can be found at https://www.robinson.cam.ac.uk/

about-robinson/data-protection.

What information do we collect?

We collect background information about you when you use our website, including your IP address, date

and time of connection, and the pages you visit. We also employ cookies on our websites. The legal basis

for processing your personal information is that it is in our legitimate interests to provide and monitor the

usefulness of our website and to ensure it is kept secure.

In addition, we ask for specific personal information from you for the services outlined on the website. When

you create an account, or make a donation, we may ask you to provide any of the following from your:

name, e-mail address, CRSID (If a member of the University of Cambridge), subject of study, year of

matriculation, relationship to the College, telephone number, organisation name, address, not-for-profit

status, credit card information.

How your data is used by the College

We collect and process your personal data, as specified below, for a number of purposes, including:

A. maintaining a formal record of your academic progress and achievements of the College and the

University of Cambridge and elsewhere;

B. retaining a formal record of your academic, career or other life achievements in order to promote

and improve the reputation of the College and help you to network with other College members

effectively;

C. engaging you in College and University events that we believe will be of interest to you, including

alumni and open events, volunteering opportunities, and other ways you can contribute to the life

of the College:

D. providing you with information about the development of the College, including major initiatives

and programmes relating to either the academic endeavour or the provision of services and

facilities to members and the wider public:

E. encouraging you to make a financial contribution to the College and/or the University, and

processing any such contributions:

F. assessing the likelihood that you will, now or in the future, make a financial contribution (gift) to

the College and if so, give an indication of the potential size of the gift

G. Conducting surveys, including research on when and whether particular donations of funding

appeals may be of interest to you

H. Sending you tailored proposals, appeals and requests for donations

I. Internal record keeping, including the management of any feedback or complaints

J. Administrative purposes (eg in order to process a donation you have made)

Further details are provided in the Annex. If you have concerns or queries about any of these

purposes, or how we communicate with you, please contact us at the address given below.

Communications

If you are a new contact for our Development Office, we will ask you at the outset how you would like

to receive news and other communications from us. If you are already receiving such

communications, you are able to change your preferences (or ask us to send you news and other

communications completely) by emailing development-office@robinson.cam.ac.uk. You may request

changes at any time.

How we share your personal data

We believe that most alumni understand in detail the complex and many interactions of the College

with the University of Cambridge. Personal data of our members is shared with the University

routinely throughout any course of study, and it is our strong preference to continue such

collaborative working thereafter.

The University and its partners (including the College) have a data sharing agreement to govern the

sharing of personal data of alumni and other supporters. This is necessary because they are distinct

legal entities. The agreement outlines that, depending on constraints set by you, and which you may

change at any time, the University and College may share any of the above categories of personal

data with each other, and can be viewed in full at https://www.ois.cam.ac.uk/policies-

andprotocols/data-sharing-protocols/view. Any transmission of data to or from the University is

managed through agreed processes which comply with UK data protection legislation.

For clarity, the College has a separate database from the University, but has access to the

University’s database: additionally, we maintain other electronic and paper records.

The University has its own data protection statement and procedures – see:

https://www.alumni.cam.ac.uk/data-protection

Additionally, we share data on a considered and confidential basis, where appropriate, with:

• Cambridge in America (the University’s affiliate alumni office in the US),

• Other Cambridge Colleges, where alumni or their partners have relationships with more than one

College,

• third party agencies who provide us with data in the public domain about alumni and supporters,

as outlined above,

• selected companies who provide College-branded or College-endorsed products and services, as

outlined above,

• volunteer partners closely related to us (e.g. College trustees, alumni group representatives), and

• contractors providing services to you on our behalf or services to us as outlined above.

We also facilitate communication between individual alumni (of the College or the University), but in

doing so we do not release personal contact details without prior permission.

Any transfers of your data overseas or to international organisations, as set out above, are protected

either by ‘adequacy regulations’ issued by the UK Government (declaring the recipient country as a

'safe' territory for personal data) or by relevant standard contractual clauses (which give obligations

for the recipient to safeguard the data). Further information is available from our Data Protection

Officer.

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing

(pending correction or deletion); to object to communications or direct marketing; and to ask for the

transfer of your data electronically to a third party (data portability). Some of these rights are not

automatic, and we reserve the right to discuss with you why we might not comply with a request from

you to exercise them.

Where you opt out of all future communications or exercise your right to erasure, we will continue to

maintain a core set of personal data (name, subject(s), matriculation and graduation details, unique

University identification number and date of birth) to ensure we do not contact you inadvertently in

future, while still maintaining our record of your academic achievements. We may also need to retain

some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting

matters).

To exercise any of your rights with us, please contact the College Data Protection Lead (CDPL),

Head of Conference & Catering, Nick Lomax data.protection@robinson.cam.ac.uk.

You retain the right at all times to lodge a complaint about our management of your personal data with

the Information Commissioner’s Office at https://ico.org.uk/concerns/

•

Last updated: 26 September 2024

•

Published: 26 September 2024

ANNEX

We collect and process your personal data, as specified below, for a number of purposes, including:

A. maintaining a formal record of your academic progress and achievements of the College and the

University of Cambridge and elsewhere:

We process personal data (provided by you or by the University of Cambridge, or created by us),

including:

i) your current name and any previous names you have had;

ii) details of and contact details for family members, including parents and partners

iii) unique personal identifiers (e.g. student number, CRSID, date of birth, photograph); iii)

your current and previous contact details;

iv) your application details, our assessment of your application and the details of any offer(s) of

study we have made; (see Admissions/Tutorial)

v) records of your academic provision from the College (including supervisions, College

examinations and other academic support); (see Tutorial)

vi) matriculation and graduation details and records of your academic qualifications (including

those prior to becoming a member of the College);

vii) other details of your academic progress or achievement (e.g. College or University awards or

prizes);

B. retaining a formal record of your academic, career or other life achievements in order to promote and

improve the reputation of the College and help you to network with other College members effectively:

We process personal data including:

i) details of your achievements since you completed your course(s) of study; ii) membership of

College and external clubs and societies (including alumni groups); iii) your previous and current

employment status (including retirement), including job title, sector, income and work contact

details, dates of employment.

When you provide this information, we will assume (unless you notify us otherwise) that we can promote

these achievements in our public literature, and can use this information for other purposes outlined in

this statement. We may supplement information from public sources that we consider to be reliable (e.g.

your public social media profile(s), Queen’s Honours List, Companies House, high profile news reports

or articles) and may check their accuracy with your from time to time.

C. engaging you in College and University events that we believe will be of interest to you, including

alumni and open events, volunteering opportunities, and other ways you can contribute to the life of

the College:

We process personal data (provided by you or by the University of Cambridge, or created by us),

including:

i) known relationships with other members (past or present) of the University of Cambridge or

any of the Colleges;

ii) your previous attendance at College or University events;

iii) information about your areas of personal interest;

iv) personal data relating to your attendance at events and your personal preferences (e.g.

dietary, access or accommodation requirements or requests);

v) records of any communications (verbal or written) we have had with you, including the

purpose and outcome of those communications;

vi) details about your family (eg your marital status, the name of your partner/spouse);

vii) your communication preferences, to help us provide tailored and relevant communications.

When you provide this information, we will assume (unless you notify us otherwise) that we can use this

information for other purposes outlined in this statement. We may supplement information from other

public sources that we consider to be reliable (e.g. your public social media profile(s), University

publications, high profile news reports or articles) and may check their accuracy with your from time to

time.

The College also arranges for filming and photography at some of its events for recording and general

promotional purposes. We will always provide the opportunity for guests to opt out of being featured.

Such images are widely used within the College, on the College website and in promotional material and

may therefore be on public display.

D. providing you with information about the development of the College, including major initiatives and

programmes relating to either the academic endeavour or the provision of services and facilities to

members and the wider public:

We process personal data (provided by you or by the University of Cambridge, or created by us),

including:

i) any communication preferences confirmed by you;

ii) ways in which you have supported the College.

By providing us with email addresses and telephone numbers, we have taken this to be consent to use

those channels to contact you for this and other purposes outlined in this statement, unless you have

outlined to us your preferred communication channels. When you provide this information, we will

assume (unless you notify us otherwise) that we can use this information for other purposes outlined in

this statement.

E. encouraging you to make a financial contribution to the College and/or the University, and processing

any such contributions:

The College’s income consists of gifts and benefactions, income derived from prudent investment of

any endowment and student fees. We value any financial contribution from our members and,

accordingly, process personal data (provided by you or by the University of Cambridge, or created by

us), including:

i. the purposes and amounts of any donations or other support previously provided to

the University or the College by you;

ii. the method(s) of payments used and related payment

references;

iii. your bank details (for processing direct debit or other financial

transactions);

iv. your tax status and Gift Aid declaration (the College has a legal obligation to pass

the data to HMRC).

Some of this financial information needs to be retained for statutory purposes for a number of years (e.g.

Gift Aid, anti-fraud and accounting matters).

F. assessing your capacity to and the likelihood that you will, now or in the future, make a financial

contribution (gift) to the College:

The College undertakes research to determine your capacity to and the likelihood that you will provide

financial support. Financial information and that on previous giving and likelihood of further giving is

used to enable the College to plan its fundraising approaches in the most appropriate way and to ensure

that its fundraising is as effective, respectful and efficient as it can be. This results in us creating

personal data including:

i) financial information relating to you and your family, including;

ii) your estimated income or asset worth (where this is not provided by you);

iii) your potential capacity to make a gift, including our internal classification of you as a potential

major donor, which is determined by a combination of your giving history, your attendance at

College and University events, and your other interactions with the College since you

graduated, including any positive or negative indications from you about your capacity or

willingness to give to the College;

iv) gifts you have made to other charitable organisations;

v) your career highlights and other life achievements;

vi) our research includes incorporating information from public sources that we consider to be

reliable (e.g. your public social media profile(s), Queen’s Honours List, Companies House,

reputable news reports or articles).

We use targeted internet searches and may search the following websites (either directly or using

search engines), where relevant in order to obtain and maintain the accuracy of the data listed above:

i) Public sources for companies (in order to find personal data of those companies' employees, etc.): •

Companies House and other business-related resources (free and subscription) for UK

companies

• US Securities and Exchange Commission for US companies

• Capital IQ (subscription) for international companies

• Company

ii) Public sources for charities (in order to find personal data of those charities' employees, trustees, etc., and to

find information about donations and support):

• Charity Commission and other internet sources for UK non-profits

• GuideStar US for US non-);

iii) Public sources for individuals:

• Who’s Who and Debrett’s People of Today (subscription)

• Sunday Times Rich List

• Other rich lists, including Forbes Magazine’s international rich lists

• Property websites

• The King’s and New Year Honours Lists

• National change of address services

• LinkedIn, to check business details

• Press sources:

• Factiva (subscription) for international press

• Lexis Diligence (subscription) for negative press for due diligence purposes

We may use external contractors or consultants to assist us in this research. Where we do so, any sharing

of your personal data is on the strict understanding that they may not repurpose it, or pass it on to other

third parties. We do not sell your personal data under any circumstances.

G. conducting surveys, including research on when and whether particular donations of funding appeals

may be of interest to you.

• The Development Office may from time-to-time send surveys to help refine communications

with alumni and other supporters. Participation in the surveys is optional and data provided in

the responses will be stored on the department database. The data will usually be collated via

a web based service provider and stored on the database for the lifetime of the record.

H. sending you tailored proposals, appeals and requests for donations.

• Whilst Robinson has a programme of fundraising which involves mass mailing for general

appeals, research will sometimes highlight distinct areas of support that will appeal to

particular individuals. Data held on individual records will help to identify such individuals and

ensure that they are sent appropriate requests for support.

I. internal record keeping, including the management of any feedback or complaints. In order to provide a

professional service to alumni and other supporters, Robinson will store information regarding

feedback and complaints, including any actions taken in response to these communications, and this

information will be held for the lifetime of the record.

J. administrative purposes (eg in order to process a donation you have made or to administer an event

you have registered for or attended)

• We may need to retain some financial records about you for statutory purposes (e.g. Gift Aid,

anti-fraud, banking and accounting matters)

If you have concerns or queries about any of these purposes, or how we communicate with you,

please contact us.