Who we are
The Bradfield Society is an organisation that supports all members of the wider Bradfield community. This includes past and present pupils, past and present parents, past and present staff members, as well as members of the public who have chosen to join the Society as “Friends of Bradfield”, or who have financially supported the College. We provide services such as running reunions, assisting with networking for former pupils, supporting alumni clubs, and organising events for the Bradfield community.
The Development function is an extension of the Bradfield Society and its activity is focused on Fundraising. The channel through which the funds are raised is called The Bradfield Foundation, Registered Charity No. 900457.
The Bradfield Society and Development Office (hereafter referred to as “we”, “our” and “us”) is a part of Bradfield College and is run by employees of Bradfield College. As such, Bradfield College is the “Data Controller” for all the data held and used by the Society and Development.
Our Legal Basis for processing data
We process the data described in the document in accordance with our legitimate interest in:
- Communicating with alumni, parents, and friends of Bradfield.
- Providing information to current and past donors regarding their donation.
- Supporting the development and maintenance of the College by fundraising.
While we use legitimate interest as our basis for processing your data, for certain purposes we may rely on your consent or on our legal obligations as an educational establishment as a basis for processing data. We always give our members the ability to opt out or manage their communications from us, as well as their legal right to object to our data processing. These rights are expanded on later in this document.
What data we hold and how we collect it
When a pupil joins the College, data is given regarding the parents and pupil under the Bradfield College Terms and Conditions and Bradfield College Privacy Statement. Some of this data is then transferred to us.
Regarding the pupil, this data includes:
- Date of Birth
- Postal Address
- Attendance data (Boarding House, Date of Entry)
- Relationship information, i.e. familial connections to other individuals we hold data on e.g. siblings at school, family that are alumni or staff etc.
Regarding the parent, we take the following data:
- Postal address
- Phone number
- Relationship information (see above for details)
When a pupil leaves, we undertake a further data collection exercise, asking pupils to give us postal addresses, email addresses, and phone numbers, as well as preferences about how they would like to be contacted by us. We will also record Valete data such as sports teams and societies that the pupil participated in or prizes received while at the College.
When we engage with members of the Bradfield Society, we may ask for information including name, gender, contact information, employment history, as well as financial information if the person wishes to make a donation to the college.
In order to assist with our fundraising and philanthropic purposes, we may research our parents and alumni’s financial status and career using publicly available information such as the media, Companies House or Social Media such as LinkedIn. We may use third parties to do this research on our behalf. Please see below for our policies regarding our use of third parties.
If a member donates to Bradfield College or the Bradfield Foundation, we will keep a record of donation history, payment information and giving preferences. We do not keep a record of credit/debit card details or bank account details. These details may be held by trusted third parties who process payments on our behalf. We will always make sure that any payment processors that use and store your payment information on our behalf handles your data in a safe and secure way.
In order to assist us with engaging alumni we may also record the following types of information:
- Relationships with other members of the Bradfield Society
- Marital status
- Media articles
- Records of communications and correspondence between the us and the member
- Information regarding membership of Bradfield Society clubs and committees
- Recreational or charitable interests
- Attendance of Bradfield Society or Bradfield Foundation events
How we use your data
We may use your data in the following ways:
- Keeping a historical record of our alumni and former staff
- Sending communications regarding events and news to our members
- For administrative purposes, for example processing a donation or event registration
- To ask for your help in fundraising and supporting the College
- For statutory and regulatory compliance
- To assist with maintaining communications between members of the Society should they wish
- In order to conduct due diligence before taking any donations
Who has access to your data & our policies on Third Parties
The data we hold is stored on a secure, password-protected database. Only selected employees of Bradfield College have access to this database. We may share data from this database with other employees of Bradfield College; but only when it is reasonable and relevant to do so. We may also share selected data with members of the Society that volunteer their time to assist in the running of the Bradfield Society, for example alumni who run our clubs, members who sit on the Bradfield Society Advisory Board, or members who sit on the Bradfield Foundation Board of Trustees. None of these members will have access to the database, and we will only share data when it is necessary and appropriate to do so to fulfil our legitimate interests described above.
We may pass your information on to third parties where necessary in pursuit of our legitimate interests, for example to communicate by post or email or to back up our data securely. This will always be for our benefit, and never for the benefit of a third party. We will never sell your data to a third party. For any third party which we use to process data on our behalf, we will always make sure that they process your data in a safe and secure manner, have appropriate policies on the use of that data, and never pass on that data without our explicit consent.
We may transfer some of your personal data outside the EEA, specifically to selected third parties that process your data on our behalf. Their servers are located in the United States of America and they safeguard your rights under the EU-US Privacy Shield Treaty
We consider our members to be life-long, and we will hold your details unless you request otherwise. We will always endeavour to keep our information up to date, relevant and appropriate.
You have the right to:
- Be informed about how we process your data, provided via this Privacy Statement
- Access or request a copy of the information we hold about you
- Update or amend data we hold on you
- Ask us to remove your data from our records
- Object to or restrict the processing of your information
- Lodge a complaint with the Information Commissioner’s Office
- In addition, you will always have the ability to withdraw your consent, where it is used as the legal basis for processing, or to change your communication preferences.
If you have any questions about this Privacy Statement, or wish to discuss the data we hold about you, please contact us at:
The Bradfield Society & Development Office
0118 964 4840
Changes to the Privacy Statement
We may change this Statement from time to time. We will always make the policy changes available in this document.
Last updated on: 26 September 2018