Brasenose Colleges GDPR ROPA - Alumni, Donor and Friend of the College Activities - v1.4 (Reviewed June 2023)

Version 1.4 (Reviewed June 2023)

ID	Category of personal data	Source of the data	Why we process it	How long we keep this data	Our lawful basis for processing	Details relating to lawful basis (where applicable)	Special category / public interest / criminal data
1	Details of prizes, scholarships and bursaries, including recipients and donors.	Obtained from you and the University of Oxford; generated by the College; third parties.	To record awards, monies received and distributed, provide updates to donors and maintain ongoing relations between donors, recipients and the College.	Permanently.	Legitimate interests.	College and donors have an interest in recording funds and maintaining relationships and communications.
2	Contact details (name, addresses, telephone numbers, emails, business details).	Obtained from you and the University of Oxford; third parties.	To maintain communication with alumni, donors and friends and develop ongoing relationships.	Permanently.	Legitimate interests.	College and contacts share an interest in keeping accurate records for mutual communication.
3	Legacy documentation – correspondence with legators, copies of wills or relevant sections.	Obtained from you; generated by us; third parties (e.g. executors).	To record future or proposed legacies, plan for funds and ensure wishes of legators are honoured.	Identity and amount held in perpetuity; other records retained 15 years after any dispute or until assets exhausted.	Legal obligation; legitimate interests.	College has an interest in recording expected legacies, thanking legators and protecting fund interests.
4	Rights to use College facilities (library, dining, accommodation discounts etc.).	Generated by the College.	To recognise and administer alumni entitlements and record use of facilities.	Held in perpetuity.	Performance of contract; legitimate interests.	Interest in the proper operation and accuracy of facility records.
5	Library records – name, book donations and dates of donation.	Generated by the College library.	To record and acknowledge contributions to the College library.	Permanently.	Legitimate interests.	Recording and recognising individual contributions to College life.
6	Health, dietary requirements and/or disabilities information relating to event attendance or communication preferences.	Obtained from you.	To make reasonable adjustments for events, comply with equality and food safety law and fundraising standards.	Permanently.	Legal obligation; legitimate interests.	Required for equality law, food safety and fundraising compliance.	Substantial public interest under the Data Protection Act 2018; Equality Act and H&S law.
7	Security records – CCTV, access control, key records, incidents and H&S reports.	Generated by the College.	To monitor attendance and ensure safety and security on College premises.	CCTV – 1 month; other records 7 years.	Legitimate interests.	Necessary to protect people and property and to record incidents accurately.	Substantial public interest under the Data Protection Act 2018 for safety and law compliance.
8	College cultural records from your time at Oxford – photos, teams, clubs, societies and performances.	Obtained from you, the University of Oxford and third parties; generated by us.	To maintain a record of College life and personalise our ongoing relationship with you.	Permanently.	Legitimate interests.	College and alumni share an interest in preserving records of College history and activities.	Data made public by you (e.g. event participation or membership).
9	Financial information (invoicing and payments for accommodation, events, meals or other services).	Obtained from you; generated by us.	To collect and manage payments and pursue outstanding sums owed to the College.	7 years after payment (or longer if in dispute).	Performance of contract; public task.	Managing College services and finances appropriately.
10	Opinions and comments you make about College development and outreach activities.	Obtained from you.	To evaluate events and shape future development and engagement strategy.	Permanently.	Legitimate interests.	College has an interest in maintaining a proactive and positive relationship with supporters.
11	Correspondence with you.	Obtained from you.	To maintain a complete record of communications and support a lifelong relationship with alumni and donors.	Permanently.	Legitimate interests.	Both parties have an interest in preserving correspondence for continuity of relationship.
12	Donation histories – contacts, amounts given or pledged, projects supported, Gift Aid forms.	Obtained from you; generated by us.	To record donations, donor wishes and support, and comply with HMRC Gift Aid requirements.	Key details kept in perpetuity; transaction records 7 years post-donation.	Legal obligation; legitimate interests.	College and donors share an interest in recording and recognising support.
13	Biographical information – interests, family news, education, employment and wealth information.	Obtained from you, the University of Oxford and third parties; generated by us.	To understand your background and interests for relationship management and legal compliance (e.g. anti-money-laundering checks).	Permanently.	Legal obligation; legitimate interests.	College has an interest in maintaining positive relations and complying with legal duties regarding donations.	May include manifestly public or self-provided special category data (e.g. beliefs or affiliations); processing under Data Protection Act 2018 Schedule 1 Part 2.
14	Attendance at College or University events as alumni – photos, teams, societies, sports and outcomes.	Obtained from you, the University of Oxford and third parties; generated by us.	To maintain a record of College life and alumni achievements.	Permanently.	Legitimate interests.	Preserving a record of College history and achievements.	Data made public by you through participation or publication.
15	Records for legal or statutory compliance (e.g. FOI, safeguarding, health and safety, audits, legal claims).	Obtained from you and the University of Oxford; generated by us; third parties.	To comply with law and regulatory requirements and maintain good administration.	Subject access requests kept for 2 years after response; others per legal limits.	Legal obligation.	To meet College duties under law and regulation.	Substantial public interest under Data Protection Act 2018; compliance with statutory duties.
16	Public awards, honours and academic prizes received by alumni.	Obtained from you, the University and public sources; third parties.	To recognise achievements and strengthen relationships with alumni.	Permanently.	Legitimate interests.	Interest in acknowledging public success and maintaining positive relations.	Only data from public announcements or provided with consent is used.
17	Subjects you studied and the type(s) of degree awarded (though not your results).	We obtain this data from the University of Oxford and from you; we generate this data about you.	For the purposes of ensuring that we invite alumni back to relevant reunion events or to events they might be interested in, and to keep them up to date with news from their department(s).	Permanently.	Processing is necessary for the purposes of our or someone else’s legitimate interests, except where overridden by your data protection rights and freedoms.	We, and you, have a legitimate interest in contacting you regarding relevant events and news.
18	Details of volunteering engagement with the College (committee membership, mentoring scheme, year representative, or other volunteering roles).	We obtain this data from you; we generate this data about you.	To recognise and record the contribution made by you and your involvement and commitment to the College; to communicate effectively about your role; and to safeguard student welfare where relevant.	Permanently.	Processing is necessary for the purposes of our or someone else’s legitimate interests, except where overridden by your data protection rights and freedoms.	We have a legitimate interest in holding records of the support you have provided to the College. You have a legitimate interest in our recording and recognising that support.

 

Version control: v1.4 (Reviewed June 2023)