Data Protection

The University and the Club have a shared interest in, and a coordinated approach to, alumni supporters. This statement explains how the Club handles and uses the alumni data it collects.

Transparency

The records we maintain are used for alumni supporter communication and fundraising purposes. These include publications, surveys, appeals, and the marketing of alumni events. Alumni supporter communications are almost invariably electronic. Because of the difficulty of sending out postal communications to a substantial number of people, written communication is used only very occasionally.

To facilitate communication we maintain electronic records of College, year of first entry to Cambridge, and contact details – along with administrative notes such as gift history, partner’s name, outcome of a campaign or survey, current sailing activity, and former Club positions held. We also produce some summary electronic lists for the reclaim of Gift Aid tax. We send out about five email newsletters a year, plus some news flashes. Once a year current student sailors and windsurfers contact a certain number of alumni supporters by telephone.

Security and Data Sharing

All information is held and transmitted securely and (in addition to disclosure as permitted or required by law) may be disclosed on a considered and confidential basis only to the University and, as necessary, to alumni supporters working on behalf of the Club. The Club also facilitates communication between individual alumni supporters, but in doing so does not release personal contact details without prior permission.

Control

You are in control. If you have any queries, wish to restrict data processing or sharing, including the use of your data for Club marketing, or do not want to be contacted by the Club, please inform us. Your personal details are used by the Club only for communicating with you; they are never used for ‘third party’ purposes – other than your contact details being shared with the University from time to time. In particular we record, and honour, alumni supporters’ preferences not to be contacted by student telephone campaigns or not to be contacted in any way during appeals. (If you opt out of all communication, including newsletters, minimal information is retained to make sure you are not contacted again inadvertently: name, College, year of first entry to Cambridge, and contact details). A printed list of alumni supporters, without any gift details, is lodged every few years in the Club’s archives at the University Library (ref: SOC.103).

We will publish any changes we make to this data protection statement and, where appropriate, notify you by email.