Privacy Statement

Introduction
This privacy notice explains how we use your data, how you can control the way in which we use that data and what actions you can take if you would like to change the way in which your data is being used.

Who we are
Winchester College Society (Win Coll Soc) is the umbrella organisation which looks after the members of the worldwide Wykehamical family, with the aim of building and maintaining good relations between the school and all interested parties; fostering support for, and pride in, all that the school seeks to achieve; and encouraging a culture of giving. In order to do this Win Coll Soc maintains a constituent relationship management database called Raiser’s Edge.

The Wykehamical community comprises:

  • Old Wykehamists
  • Current Parents
  • Past Parents
  • Past Dons
  • The Quirister Association
  • The American Friends of Winchester College
  • The Hong Kong Friends of Winchester College
  • The Friends of Winchester College

How we gather information
Data is transferred annually from the school database relating to the contact details of new parents. Any updated contact details for parents are also forward onto the Win Coll Soc office. In addition, data is collected and updated from information provided by constituents when making donations, filling in forms, booking events, joining Winchester related societies, visiting the Treasury or taking part in the Telephone Campaign. A record is kept of all correspondence between Win Coll Soc and constituents.

In some cases, by using a researcher, we may supplement the information you have given us with data from elsewhere. Examples include adding social, economic, financial and demographic data to our fundraising information, improving or correcting contact details or conducting appropriate due diligence to safeguard the reputation of the school in the case of significant financial transactions. Sources of data could include information gathered from a news article, or online media, publically available directories or Companies House.

We do this so that our fundraising approaches are informed by research carried out using this publically available data.  We tailor our approaches to ensure that the fundraising strategy is appropriate and tailored to individual interests, and will not cause offence. 

What we do with your data
The personal details held about you will be used only by Winchester College and, upon appropriate application from its membership, such as the Parents Events Committee, the HK and American Friends and the sporting societies, to send you information on activities, events and fundraising appeals, which we think will be of interest to you.

Protecting your data
Data is kept secure on our database with appropriate security measures in place.

We may pass data to other organisations, known as Data Processors, to provide specific services to us. An example would be providing data to a mail house in order to send out the Wykeham Journal. A contract is always in place with a Data Processor, and they are not allowed to do anything with your data other than what we have requested.

How long we keep your data
We will keep your data for as long as is needed to complete the task for which it was collected. Relationships between constituents and a school are often long term ones, and so we expect to keep your data for as long as that relationship exists.

Our Responsibilities
The law requires us to tell you the legal basis upon which we process your data.

Many activities are carried out to fulfil an agreement, e.g. the processing of a donation
Winchester will not share your data with third parties except where required to do so by law. e.g. If you Gift Aid a donation, then we are required to tell HMRC the name and postcode of the donor and the date and amount of the donation.

In all other cases the law allows us to process your data if it is in our legitimate interest to do so. We may only do so if we can demonstrate a business need, and so long as your ‘interests or your fundamental rights and freedoms are not over ridden’. Practically speaking this means that we carry out an exercise to check that we will not cause you harm by processing your data, that the processing is not overly intrusive and that we will only do so in a way which is described in the Privacy Notice.

Your Rights
You have a variety of rights about the way we process your data. These are as follows:

  • Where we rely on our legitimate interest to process data, you may ask us to stop doing so.
  • You may request a copy of the data we hold about you.
  • If we are carrying out research, you can ask us not to do so.
  • You may change or stop the way in which we communicate with you or process data about you, and if it is not required for the purpose you provided it, then we will do so.
  • If you are not satisfied with the way we have processed your data, then you can complain to the Office of the Information Commissioner.

Contacting Us
If you have any questions about this privacy notice, about the way in which we process your data, or if you wish to change the way we use your data, including how we communicate with you, then please contact:

Lorna Stoddart
Director of Development & Winchester College Society
Email
T. +44(0)1962 621 217

November 2017 V.2

© 2018 WINCHESTER COLLEGE Fundraising Regulator v2
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Winchester College Society, Donovan's, 73 Kingsgate Street, Winchester, SO23 9PE.                        Registered Charity no. 1139000