The Haileybury community is extremely important to us, and this Privacy Notice explains how the Development Department and Partnerships Office collects, stores, manages and protects alumni, parents, staff and other members of the School’s wider community data. It outlines the types of data that we hold and how we use it to provide services to our alumni, parents, staff and other members of the School’s wider community. We aim to be clear when we collect your personal information, and not do anything you wouldn’t reasonably expect.
Should you wish to discuss data use, or would like further information, please contact the Director of Development via email@example.com or on +44 (0)1992 706447. You have the right to withdraw consent, where given, or otherwise object to direct marketing or fundraising at any time. However, the School may need nonetheless to retain some of your details, not least to ensure that no more communications are sent to that particular address, email or telephone number.
In order to carry out its work for the benefit of current and former staff, current and former pupils and their parents, the Development Department and Partnerships Office may process a wide range of personal data about individuals as part of its daily operation.
Some of this activity the Development Department and Partnerships Office will need to carry out in order to fulfil its legal rights, duties or obligations.
Other uses of personal data will be made in accordance with the Development Department and Partnerships Office’s legitimate interests, or the legitimate interests of another, provided that these are not outweighed by the impact on the rights of individuals, and provided it does not involve special or sensitive types of data.
The Development Department and Partnerships Office expects that the following uses may fall within that category of its (or its community’s) “legitimate interests”:
In addition, the Development Department and Partnerships Office will process personal data by explicit consent where required. This will include:
Generally, the Development Department and Partnerships Office receives personal data from the individual directly. This may be via a paper or online form, survey, during the sign-up process for Haileybury Connect, or simply in the ordinary course of interaction or communication (letter, email, telephone, business card).
However in some cases personal data may be supplied by third parties or collected from publicly available resources such as published material, websites, internet searches and social media. Third parties include:
We do not use the School Management Information System (MIS), iSAMS, to collect data, however, we do utilise iSAMS to conduct research and assist in the compilation of briefing notes for staff attending Development and Alumni events.
We ask pupils leaving the School to join Haileybury Connect and as part of joining the platform to update their contact details and submit their consent and communication preferences.
We sometimes use third parties to handle personal information on our behalf. The following is an example:
If you have any concerns about the above, please speak to the Director of Development.
This will include but not limited to:
Personal data of alumni, parents, staff and other stakeholders is stored by the Development Department and Partnerships Office in a propriety cloud-based database supplied by Blackbaud, Inc. called Raiser’s Edge (RE) under a contract for service. RE is hosted by Blackbaud on their servers located in the EEA. This database is protected by multi-level authentication and access is restricted to individuals who need to see the data to carry out their duties at Haileybury. The rights of these individuals is also restricted so that only the data that is necessary and required to complete their role is accessible. All access is reviewed on a regular basis. Blackbaud, Inc. do not permit their staff to have access to the personal data stored in RE.
Where the Development Department and Partnerships Office is relying on consent as a means to process personal data, any person may withdraw this consent at any time. Please be aware that the Development Department and Partnerships Office may have another lawful reason to process the personal data in question even without your consent.
That reason will usually have been asserted under this Privacy Notice, or may otherwise exist under some form of contract or agreement with the individual, e.g. because a purchase of goods or services has been requested.
The Development Department and Partnerships Office will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason. Typically, we might contact you to request that you update your consent and communication preferences every two years.
You may change your marketing preferences or update the information we hold about you so that we keep this up to date at any time by informing the Development Department or Partnerships Office. You also have the right to have your data removed under the GDPR legislation, again please contact the Director of Development in the first instance otherwise you may also get in touch with the Privacy and Compliance Officer on +44 (0)1992 706200. The School has appointed the Bursar as the Privacy and Compliance Officer who will deal with all your requests and enquiries concerning the School’s use of your personal data and endeavour to ensure that all personal data is processed in compliance with this policy and Data Protection Law.
If you request to leave the Haileybury Connect platform, we will hold your data for three months in case you change your mind. If, after three months, you do not change your mind all data supplied via the platform will be deleted.
If you have any specific queries about how this policy is applied, please refer to our data retention policy which can be found at: www.haileybury.com/my-haileybury/information-parents-pupils/policies-publications/haileybury-data-retention-policy