Privacy

King's School Rochester maintains a database of [alumni/ friends/ supporters/ parents/ professionals] in order to stay in touch with our community and keep you updated about news, events, careers initiatives and fundraising activities.

Some of 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 you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use and process it.

We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.

If you have any questions about this Policy or concerning your personal information, please contact development@kings-rochester.co.uk

For the purposes of current and future legislation covering data protection in United Kingdom, the Data Controller is King's School Rochester.

What 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;
Family relationships;
Years at King's School Rochester;
Your personal and contact details collected for the upkeep of our records;
If you are a former staff member, the dates when you worked at the School;
Higher education and work details;
Participation in our events, emails, competitions, surveys and other activities;
Donations made to King's School Rochester;
Geo-location data (your geographical location based on your IP address);
Information about your achievements and interests e.g. which sports team you were part of as a pupil;
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);
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 School, e.g. emails, phone calls, face-to-face meetings;
Donation information is stored and processed to maintain accurate financial records for the school, 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 archive and those taken at school 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;
Log-ins and activity on the website;
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
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 King's School Rochester;
'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 King's School Rochester and we transfer some basic details about you from the main King's Rochester database in to our [alumni] database;
The Schools pupil management system, iSAMS;
School publications, such as The Roffensian and The Old Roffensian Society;
Donation forms and data collection forms (both in paper form and online) sent to the School;

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, newsletters and fundraising campaigns;
Maintaining relationships with alumni and the school community, including direct marketing or fundraising activity;
Delivering our obligations under any contract between us;
Maximising opportunities for pupils past and present to benefit from the expertise of our school community;
Enabling alumni to keep in touch with their school friends and teachers, socialise and network professionally;
Publicising and promoting the School in effective ways utilising all appropriate communications channels, using photographs, videos and images in our publicity and on our social media platforms and website;
Raising funds to benefit school life, improve the school infrastructure and provide fee support via bursaries and scholarships;
Organising social and cultural events for alumni and the school community all over the world;
Confirming the identity of prospective donors and their background and donor due diligence, in line with our fundraising and donations acceptance policies;
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;
Displaying your name as a list of potential match when you (or someone with similar details) signs-up for an event, makes a donation, or joins the online community and the system is trying to match your information to an existing record stored in our database;
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;
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, pt-out and unspecified.

Via My Settings you can also choose to hide your profile from Google, limit access to your profile so that it is 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.

If you want to contact us about your consent preferences please contact our development team on 01634 8888524 / development@kings-rochester.co.uk.

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 and has completed the School's data protection training.

The School ensures that appropriate data sharing agreements are in place prior to sharing your personal data with any partners.

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, such as, collecting or processing data and sending mailings. 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 development@kings-rochester.co.uk.

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 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 school community so that we can communicate with you.

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.

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 School 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, pupils and parents.

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 King's Rochester and archive your record in our database.

Your rights

You have the right to request details of how we use your personal information through making a subject access request. Such requests have to be made in writing by contacting development@kings-rochester.co.uk.

You also have the following rights:

To request rectification of information that is inaccurate or out of date;
To 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;
To erasure of your information (the right to be forgotten);
To 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;
To restrict the way in which we are dealing with and using your information;
To request that your information be provided to you in a format that is secure and suitable for re-use (the right to portability);
In relation to automated decision making and profiling;
In relation to object: you may object to us using your information where: we are using it for direct marketing purposes (e.g. to send you the School magazine or campaign communications); the legal bases on which we are relying is legitimate interests. 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;
All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact bursary@kings-rochester.co.uk.

If an individual believes that King's School Rochester has not complied with this policy or acted otherwise than in accordance with Data Protection Laws, please contact King's School Rochester immediately.

If you feel your complaint has not been addressed satisfactorily, you can also make a referral to or lodge a complaint with the Information Commissioners Office (ICO): https://ico.org.uk.

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This Policy was last updated in June 2022.