Data Protection Statement – Development Office

Lucy Cavendish was founded in 1965 on a pioneering vision to increase opportunities for women at the highest level and philanthropy has driven impact here for more than 50 years. To enable us to keep our connection with you we hold and handle your personal data with care, discretion, sensitivity and respect and will continue to do so.

This statement explains how Lucy Cavendish handles and uses data we collect about our Alumnae, our past, current and future supporters and those who have a relationship with Lucy Cavendish. In broad terms, we use your data to keep in touch with you as alumnae (and life-long members of the College), supporters and friends, in order to keep you appraised of our activities and developments, to provide services to you, and to identify ways in which you can support us, through donations and/or other forms of financial and non-financial support.

We are committed to protecting your personal information and to being transparent about what information we hold.

The College is currently considering the implications of national changes to data protection legislation, and the obligations of the Colleges to you in helping you understand further how and why we process your personal data. The law in this area is changing rapidly and we anticipate this statement may be revised again (i.e. by the end of December 2017).

How your data is used by the College

We use your data for a number of interdependent purposes, including alumnae and supporter relations, communications and fundraising. These include:

  • publications,
  • surveys,
  • appeals and requests for donations, including assessments of your ability to donate, and research on when and whether particular fundraising appeals may be of interest to you,
  • the promotion of alumnae and other College events, and
  • the promotion of other services open to our members.

Communications to you may be sent by post, telephone or electronic means, depending on the contact details we hold and the preferences expressed by you about the types of communications you wish to receive.

In order to help facilitate alumnae events and promotion of services, other departments in College may have access to your Lucy Cavendish education record and your contact details.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below.

What data is held by the College

We may hold information relating to you from a number of sources. A siginificant proportion of the information we hold is that which you provide to us (for example, you may give us information by filling in forms on our website, or by corresponding with us by telephone or email).

We work closely with the University as a result of their shared interest in having a coordinated approach to their alumni and supporters. We have a separate database from the University, but we also have access to the University’s database: additionally, we maintain other electronic and paper records. Any transmission of data to or from the University is managed through agreed processes which comply with UK data protection legislation. The University has its own data protection statement and procedures, see: https://www.alumni.cam.ac.uk/data-protection

Most records contain:

  • details of your school, College and University education,
  • unique personal identifiers (e.g. student number, CRSid, date of birth), and
  • your contact details.

Where provided by you, or provided by the University or obtained from reputable sources, we also record:

  • your attendance at College or University events,
  • other contact with us or the University since graduation,
  • your key relationships with other alumnae or supporters of the College and/or the University and other Colleges within Cambridge,
  • your career highlights and other life achievements,
  • financial information relating to you and any of your key relationships (including but not necessarily limited to income, philanthropy and other giving),
  • donations made by you to either the College and/or the University,
  • information about your areas of personal interest,
  • your online profile photograph,
  • your ability to donate based on publicly available data,
  • your membership of clubs, societies and alumnae groups,
  • personal data provided by you for a specific purpose or purposes (for example, disability, catering preferences or lifestyle status for event management), and
  • your communication preferences.

Where data is included from sources external to the University and the College, we only use data from our partners (as outlined below) or other reputable sources. We may use automated or manual analyses to link data together to help us identify your potential for supporting us and/or the University.

When the College shares your data with others

Depending on constraints set by you, and which you may change at any time, we may share any of the above categories of data with the University. Additionally, we share data on a considered and confidential basis, where appropriate, with:

  • Cambridge in America (the University’s affiliate alumni office in the US),
  • third party agencies who provide us with data in the public domain about alumni and supporters,
  • selected companies who provide College-branded or College-endorsed products and services or mailing fulfillment services on behalf of the College,
  • volunteer partners closely related to us (e.g. College trustees, development board members, alumni group representatives), and
  • contractors providing services to you on our behalf or services to us (our “data processors”), including but not limited to Blackbaud software company and Buffalo Fundraising Consultants.

We employ consultants to guide us in appropriate fundraising best practice, and advise us on donation amounts for fundraising appeals. Consultants are provided with the above categories of data in order to ascertain an individual’s ability to donate. All third parties are asked to sign confidentiality agreements with us.

Before seeking or accepting major donations we are required to conduct due diligence, including reviewing publicly available personal data relating to criminal convictions and offences.

We augment the data we hold from the University and the Colleges with data from our partners (as listed below) and publicly available data.

We use targeted internet searches and may search websites (either directly or using search engines), where relevant in order to obtain and maintain the accuracy of the data we hold. These may include:

  • Public sources for companies (in order to find personal data of those companies' employees, etc):
  • Company websites
  • Public sources for charities (in order to find personal data of those charities' employees, trustees, etc., and to find information about donations and support):
  • Charity Commission and other internet sources for UK non-profits

Public sources for individuals:

  • Property websites
  • The Queen’s Honours Lists
  • Wikipedia
  • LinkedIn, Facebook and social media

We do not sell your personal data to third parties under any circumstances, or permit third parties to sell on the data we have shared with them.

We also facilitate communication between individual alumnae (of the College or the University), but in doing so we do not release personal contact details without prior permission.

Your rights

There is no statutory or contractual requirement for you to provide us with any personal data.

You have the right: to ask us for a copy of your personal data (a data subject access request); to object to processing that is causing you, or is likely to cause you, damage or distress; to object to communications or direct marketing; in certain circumstances to require us to correct or erase your personal data; and a right to compensation for damages caused by a breach of the Data Protection Act.

We will retain your data indefinitely or until you request us to do otherwise. We will always maintain, for archive purposes, a historic record of name, matriculation year and subject even if we are asked to delete all contact details.

We will publish on our website any changes we make to this data protection statement and notify you by other communication channels where appropriate.

Procedure for Complaints

You may make a complaint in writing by post (The Development Office, Lucy Cavendish College, Lady Margaret Road, Cambridge, CB3 0BU, United Kingdom) or e-mail (development@lucy-cav.cam.ac.uk) if you consider that we have breached the Code of Fundraising Practice or any other rules of practice issued by the Fundraising Regulator from time to time. Complaints must be received within 28 days of the act complained of. Please note that you must clearly state that a complaint is being made, and specify the breach that you consider to have occurred.

On our part, we commit to investigate your complaint and advise you of the outcome of our investigation and our response within 28 days of receiving your complaint. However, if you are not satisfied with our response you may refer your complaint to the Fundraising Regulator (https://www.fundraisingregulator.org.uk/contact-us/) within two months of receiving it.

We will commit to keeping a record of your complaint, the subsequent investigation, and associated correspondence for 24 months, unless you instruct us to delete the details of your complaint. Our records will be available to the Fundraising Regulator for this period of time.

Questions and further statutory information

Please contact us if you have any concerns or questions about the above information by emailing the Development Office team on development@lucy-cav.cam.ac.uk. Where you have specific requests relating to how we manage your data, we will endeavor to resolve these, but please note that there may be circumstances where we cannot comply with your specific request.

Where you opt out of all future communications or exercise your right to erasure, we will continue to maintain a core set of personal data (name, subject(s), matriculation and graduation details, unique University identification number and date of birth) to ensure we do not contact you inadvertently in future, while still maintaining our record of your academic achievements. We may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting matters).

If you have any concerns about your personal data held by the University, you will need to contact the University Alumni Office separately.