Attention: You are using an outdated browser, device or you do not have the latest version of JavaScript downloaded and so this website may not work as expected. Please download the latest software or switch device to avoid further issues.

Privacy Policy


Our relationship with all Old Roffensians, King’s School Rochester and the Development Office is of

great importance to The Old Roffensian Society (ORS) including respect for their privacy and data

security. We value the philanthropy and generous support of those who are committed to our mission

and charitable objectives. This notice explains how and why the ORS collects personal information

about you when carrying out its business. This notice also outlines what we do with your information

and what decisions you can make about your information in relation to the Society.

The Old Roffensian Society is a ‘data controller’ for the purposes of Data Protection Law*; this means

that the Society determines how people’s personal information is processed and for what purpose.

The Society also works in partnership with King’s School Rochester and it’s Development Office,

commonly facilitated by the exchange of data in order to maintain accuracy within the data stored.

If you have any questions about this notice, please contact the Honorary General Secretary (contact

details are provided at the end of this privacy notice).

What is Personal Data?

Personal information is information that identifies you as an individual and relates to you.

This includes your contact details, your relationship with the School and Society and financial


What personal information does the Society hold about you and how is this obtained?

Most of the information that we hold is provided by the School at the point that you leave as either ORS

Membership Data or Former Pupil records for the purpose of the School Archives. We hold a specific

database with information about Old Roffensians, staff, and former staff.

You provide us with information about yourself during the course of our relationship with you.

For example:

• Correspondence sent directly to the Society e.g. emails with updated contact information

• The Society’s membership database

• The School’s online community website and mentoring platform,

• Publications, such as The Roffensian and The Old Roffensian Society

• Information collected when leaving the School e.g. university destinations

• Donation forms and data collection forms (both in paper form and online) sent to the School

and/or Society

As both an alumni group and charitable organisation, we undertake research and from time to time to

engage specialist agencies to gather information from publicly available sources, for example,

Companies House, the Electoral Register, company websites, media ‘rich lists’, social networks such as

LinkedIn, property registers and news archives. This research helps us to understand more about you as

an individual so we can focus conversations we have with you about fundraising and volunteering in the

most effective way, and ensure that we provide you with an appropriate experience.

We will hold information such as:

• the dates when you attended the School (if applicable)

• if you are a former staff member, the dates when you worked at the School

• your personal and contact details collected for the upkeep of our records

• information about your achievements and interests e.g. which sports team you were part of as a


• your professional details which help us to organise professional networking events and also

helps us to identify members of our community who could potentially help our pupils in finding

work experience or internships

• where you attended university and your occupation (if applicable);

• how you like to hear from us e.g. whether you have signed up to receive emails from us;

• your involvement with us e.g. if you provide careers support or carry out mentoring of

• current pupils;

• Records of any meaningful interactions between you and the Society/School, e.g. emails,

phone calls, face-to-face meetings;

• Donation information is stored and processed to maintain accurate financial records for the

Society, and to comply with guidelines of both the Charities Commission and HMRC

• your Gift Aid status if applicable

• information from articles in the media

• any dietary requirements for catering purposes that you have provided;

• any disability which you may have so that we may make reasonable adjustments for you

• photographs from the School and Society archives and those taken at events are stored and used

in our communications to publicise our work. We use photographs or videos in our publicity

and on our social media platforms and website

Why do we use your personal information?

We use your information in the following ways:

• to keep you informed about events and activities (either general events or events specific to

your area of interest or profession) and in relation to your attendance at those events

• Maintaining relationships with Old Roffensians (ORs) and the school community, including

direct marketing or fundraising activity

• Maximising opportunities for pupils past and present to benefit from the expertise of our


• Enabling ORs to keep in touch with their school friends and teachers, socialise and network


• Publicising and promoting the School and Society in effective ways utilising all appropriate

communications channels, using photographs, videos and images in our publicity and on our

social media platforms and website

• Organising social and cultural events for ORs and the school community all over the world

• Raising funds to benefit school life, improve the school infrastructure and provide fee support

via bursaries and scholarships as well as the ORS’s other charitable objectives

• Confirming the identity of prospective donors and their background and donor due diligence, in

line with our fundraising and donations acceptance policies

• Facilitating the efficient operation of the Society

• Ensuring that all relevant legal obligations of the Society are complied with

We will contact you for the above purposes by email, telephone, or post but we will only do this where

we are allowed to do so under data protection law (for example, we will usually need your consent

before sending you an email about a fundraising opportunity). If you tell us that you do not want to be

contacted for any of these purposes, then we will of course respect that.

How and why does the Society share your personal information with third parties?

Data may be disclosed to other external organisations acting as agents for the Society. For example,

mailing houses for the mailing of publications or approved volunteers acting on behalf of the Society.

We may share data with external organisations for the purposes of ORs activities, fundraising

programmes or the promotion of benefits and services. We may also share data with ORs and other individuals.

for example, those supporting us with specific fundraising appeals or International OR contacts who have been

approved as volunteers in your country/region and who support us by organising local events. Such volunteers

will have signed data protection agreements meeting Society standards and in compliance with data

protection legislation, prior to any data being shared. Data is only shared in support of the Society and is never

shared with anyone to enable other charities to contact individuals.

The Society does NOT sell data to third parties or allow third parties to sell on data where data is shared

with them.

How do we protect your data?

Your data is held securely on the Society’s and School's alumni and supporter database. The databases

are accessible to a limited number of people. All who access the databases have reviewed and will

comply with the relevant data protection policies. The Society will ensure that appropriate data sharing

agreements are in place prior to sharing your personal data with any partners.

For how long do we keep your information?

We will keep information about you for as long as we need to do so, in compliance with our data

protection and other legal obligations. For example, we will need to retain contact details for you for so

long as you want to be part of the community so that we can communicate with you.

We will also need to keep a record if you tell us that you do not want to hear from us anymore, so that

we do not inadvertently add you to our mailing list in the future.

We will keep information about you for a very long time or even indefinitely if we need this for

historical, research or statistical purposes. For example, if we consider the information might be useful

if someone wanted to write a book about the School. The Society will also keep information for a long time

as part of its wider legal and regulatory obligations, even if that information is no longer needed for marketing, development or fundraising purposes. This is especially relevant to former staff and pupils.

Our information and records retention policy sets out how long we keep different types of information.

What decisions can you make about your information?

From May 2018 data protection legislation gives you a number of rights regarding your information.

Some of these are new rights whilst others build on your existing rights. Your rights are as follows:

• Rectification: if information held about you by the Society is incorrect you can ask us to

correct it.

• Access: you can also ask what information we hold about you and be provided with a copy.

We will also give you extra information, such as why we use this information about you, where

it came from and what types of people we have sent it to

• Deletion: you can ask us to delete the information that we hold about you in certain

circumstances. For example, where we no longer need the information

• Portability: you can request the transfer of your information to you or to a third party in a

format that can be read by computer in certain circumstances

• Restriction: our use of information about you may be restricted to simply storing it in some

cases. For example, if you tell us that the information is inaccurate, we can only use it for

limited purposes while we check its accuracy

• Object: you may object to us using your information where:

o we are using it for direct marketing purposes (e.g. to send you the publications or

campaign communications);

o the legal bases on which we are relying is legitimate interests. Please see the section

"Our legal bases for using your information" above;

o we are using it for historical or scientific research purposes or archiving purposes. For

example, we may keep photographs of your class for historical reasons.

The Hon. General Secretary can give you more information about your data protection rights. To

exercise any of your rights you can submit your request in writing to the Hon. General Secretary.

The Society will endeavour to respond to any such written requests as soon as is reasonably practicable

and in any event within statutory time limits (which is generally one month, but actually fulfilling more

complex or multiple requests, e.g. those involving third party information, may take 1- 2 months


This Policy

The Society will update this Privacy Notice from time to time. Any substantial changes that affect your

rights will be provided to you directly as far as is reasonably practicable.

Queries and Complaints

Any comments or queries on this policy should be directed to the Hon. General Secretary by email

If an individual believes that the Society has not complied with this policy or acted otherwise than in

accordance with Data Protection Law, they should contact the Hon. General Secretary. You can also

make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO), although

the ICO recommends that steps are taken to resolve the matter with the Society before involving the


Key Terms

‘Data Protection Law’

UK General Data Protection Regulation (UK GDPR) which sits alongside the UK Data Protection Act

2018 (DPA 2018).

‘Data controller’ means organisations, including independent Schools, that determine how people's

personal data is processed and for what purpose.

‘Data Subject’ means any living person whose data the Data Controller processes.

’Processing’ means any action in relation to that personal data, including filing and communication.

‘Personal Data’ includes everything from which a Data Subject can be identified.

Some categories of Personal Data are ‘special category data’, for example racial or ethnic origin,

religious beliefs, health or biometric data. Extra protection is provided for these data.

Last Reviewed Date: June 2022

Registered Office; Satis House, Boley Hill, Rochester, Kent. ME1 1TE Company Registration No. 3554236

The Old Roffensian Society is a Company Limited by Guarantee Charity Registration No. 1069762 email:

Facebook - OldRoffensians Twitter - @OldRoffensians

This website is powered by