Hertford College stores your data securely on Oxford’s centralised alumni and supporter database.
For more information on how we use and who has access to it, please see our abridged privacy notice below or view the full Hertford College Privacy Notice.
How we use your data
The personal data you provide on this form will be used to meet Hertford College’s legitimate interests of alumni and supporter engagement, fundraising and stewardship. We will use your data to manage our ongoing relationship and engagement with you, and to send you communications about news, research developments, alumni benefits and services, events, exhibitions, collections and resources, reunions, volunteering opportunities, fundraising priorities and progress updates from the University. We will also use your data to record and/or update your contact details and communication preferences, and record any interactions or contributions you have made to college and University life.
Who has access to your data?
The data you provide will be stored and shared across the collegiate University of Oxford, including with its relevant clubs and societies if appropriate, in accordance with the University’s policies and procedures via our shared relationship management system. You have the right to object to the processing of your personal data at any time. The University and participating colleges are both “data controllers”, meaning you can contact either the University or your college if you have questions about your data.
We may also need to share your data with third-parties working on our behalf to assist with our communications (e.g. mailing houses, printers) and events (e.g. external venues, caterers). We will only do this in appropriate circumstances, for specified purposes, by secure means, and with the relevant data sharing agreements in place. We do not and will not sell your data.
How long we keep your data
We consider our relationship with our alumni, donors and supporters to be lifelong and we will retain most of your data indefinitely unless you request otherwise.
You have the right to opt-out of direct marketing at any time. You also have the rights to request access to and correction or erasure of your data; to request transfer of your data to another party; and to object to the processing of your data or request that such processing is restricted.
For full details on how we treat your information, including your rights, please see our Privacy Notice at www.hertford.ox.ac.uk/privacy or you can request a hard copy from our Development team. If you would like to exercise your rights, opt-out, or are dissatisfied with the way we have used your information, please contact us at firstname.lastname@example.org or telephone +44 (0)1865 279400. You may also contact our Data Protection Officer at email@example.com. If you remain dissatisfied, you may lodge a complaint with the Information Commissioner’s Office at: https://ico.org.uk/concerns/
Please contact the Development Office with any updates you may have. We would love to know if you have a new home/email address so we can keep you up to date with mailings and invitations to events. We are also keen to hear if you have recently married, whether you have changed your prefix/title, if you have a new book out or if you would like to update your employment details. Whatever update you wish to share, we are always happy to hear from our alumni, so please do send these through to: Development.Office@Hertford.ox.ac.uk