The Data Protection (Privacy) Notice below relates to use of the SHSK Society Network (shshsociety.org.uk) and data stored on the School's Alumnae/Development Office database. To read the School's Data Protection (Privacy) Notice, please click here.
Data Protection (Privacy) Notice
St Helen and St Katharine maintains a database of alumnae and former staff in order to stay in touch with our community and keep you updated about events and services for Old Girls, the activities of the School, Old Girls’ news and opportunities to get involved with the School such as in the careers programme or to support our fundraising initiatives.
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 (“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 the Compliance Administrator at email@example.com.
For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is The School of St Helen and St Katharine Trust.
What type of personal information we collect
The information we have about you depends on where we collect it, but may include:
Where we collect information from
We collect personal information when you:
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:
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:
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”, “opt-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 the Alumnae Services Manager by telephone/ email on 01235 546494 or firstname.lastname@example.org
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.
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?
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 email@example.com
A cookie is a small file of letters and numbers that is transferred from our website to the hard drive of your computer upon your use of our website.
We use the following cookies:
Strictly necessary cookies: these are cookies that are required for the operation of our website. They are essential for ensuring that you experience a continuous and unified experience across the website, and do not lose the ability to utilise various features and functionality. They include, for example, cookies that enable you to log into secure areas of our website, and to complete editable fields across multiple pages.
Performance cookies: these cookies allow us to better understand how visitors use our website, including how visitors move around our website and which pages are viewed most frequently. The information collected by these cookies does not personally identify any visitor. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
Functionality cookies: these cookies are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name, and remember your preferences (for example, your choice of language or region). These cookies cannot track your activities on other websites.
You can find more information about the individual cookies we use and the purposes for which we use them in the table below:
|Session Cookie||PHPSESSID||This cookie is used for session management. It is used as temporary management while you navigate the website and is deleted once the session is over/browser is closed|
Used to remember you as you travel from page to page in a single session (without leaving the website) in order to provide a continuous and unified experience.
Google Captcha – various, including: NID, AND, 1P_JAR 7 consent
|These cookies are used by Google Captcha on pages / forms where enabled and are used to identify if the user is real or a programmed bot.|
|Functionality Cookie||Stripe - various||These cookies are used by Stripe to help process payments on the website.|
|Analytics Cookie||Google Analytics - various||These cookies send data to Google regarding traffic (what pages are being viewed on the site, etc).|
You are able to control cookies through your browser settings on your web browser. It is possible, for example, to block cookies by activating a setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) our website (or parts of our website) may not work. For more information on managing and deleting cookies, visit www.allaboutcookies.org
How long we keep your information for
We will hold your personal information for as long as it is necessary for the relevant activity.
Where we rely on your consent to contact you by email for direct marketing purposes, we will treat your consent as lasting only for as long as it is reasonable to do so.
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 St Helen and St Katharine and archive your record in our database.
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 firstname.lastname@example.org
You also have the following rights:
All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact email@example.com at the above address.
If an individual believes that the School has not complied with this notice or acted otherwise than in accordance with Data Protection Law, they should utilise the School complaints or grievance procedure and should also notify the Compliance Administrator. The School 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 School before involving the regulator.
This Policy was last reviewed in March 2021.