How we use your information: members’ privacy notice
The Old King’s Club exists to promote united action amongst former pupils of King’s College School, Wimbledon for the good of the School; to promote social and friendly communication amongst former pupils of King’s College School; to organise and support, financially and otherwise, sporting and other activities amongst former pupils; the foundation and creation of prizes and scholarships for the benefit of the pupils of King’s College School; and generally to further any scheme for advancing the honour or well-being of the School and its past and present members.
The purpose of this notice
This notice explains how and why the Old King’s Club (Club) collects personal information about you when carrying out our member and external relations activities.
This notice also outlines what we do with your information and what decisions you can make about your information in relation to communication from the Club and King’s College School.
The Old King’s Club and King’s College School run a joint database and are “data controllers in common”. The information is stored and handled securely by the School, who acts as the Club’s “data processor” in accordance with a separate agreement. The Club works closely with the School, which provides a part-time Club Administrator.
1. What is personal information?
Personal information is information that identifies you as an individual and relates to you. This includes your contact details, the year you became a member of the Club, your attendance at Club events and your contact details.
2. What personal information does the Club hold about you and how is this obtained?
The School provided us with information about you when you joined the Club, which was in most cases when you left the School.
We may also collect personal information using online survey platforms, which allow us to do this in an easy-to-use manner, for example SurveyMonkey.
In addition, we may obtain your information from other public sources such as media articles and online resources (e.g. LinkedIn, Google).
We may hold member information such as:
- the dates when you attended the School;
- if you are a former staff member and member of the Club the dates when you worked at the School;
- your contact details;
- information about your achievements and interests e.g. which sports team you were part of as a pupil;
- where you attended university and your occupation;
- how you like to hear from us e.g. whether you have signed up to receive emails from us;
- your involvement with us e.g. if attend events or hold an official position within the Club or any of its accredited activities
- records of any subscriptions or contributions to the Club;
3. Why do we use your personal information?
We use your information in the following ways:
- to keep you informed about the management and financial standing of the club including notices of general meetings and elections of Club officers.
- to keep you informed about events and activities and in relation to your attendance at those events;
- to keep you informed about what is happening with the Club and its members. For example, by sending you a copy of the Club newsletter.
- in connection with the other ways in which you might participate in the running of the Club and its activities (such as when you
- volunteer, for example to help at careers events of with mentoring opportunities).
We may contact you for the above purposes by email, telephone or post but we will only do this where we are allowed to do so under data protection law. If you tell us you do not want to be contacted for some of these purposes, please see section 7 and contact the Club Administrator or the Chairman or Honorary Secretary.
At events, we may take photographs or videos of attendees to use in our newsletter, social media platforms, website and for archival purposes.
We may use tools such as Google Analytics to assist with our website. If we send you emails we may be able to tell whether or not you have opened these.
The Club will never sell personal information to a third party. When third parties are used, these are to improve the service to our members.
We may share your information with:
- event booking platforms such as Eventbrite or Spektrix;
- event venues for the administration of events which you are attending;
- email programs such as MailChimp to send you timely and relevant communications;
- A successor organisation to the Club (recent General Meetings of the Club have approved the setting up of company limited by
- guarantee to take over the activities and membership of the club which is currently an unincorporated entity)
We may also need to share information with:
- our legal advisers for the purpose of obtaining legal advice;
- emergency services if there is an emergency, for example, if you are hurt whilst at one of our events.
- contractors to help us with our work (e.g. a printing company for our literature) or where we store our database in the cloud.
4. Sending your information to other countries
In exceptional circumstances, we may need to send your information to countries outside the EEA. The Club ensures that, where this is the case, safeguards are in place to ensure the data is held in accordance with EEA standards.
5. For how long do we keep your information?
We will keep information about you for as long as we need to do so, in compliance with our data protection and other legal obligations. For example, we will need to retain contact details for you for so long as you want to remain a member of the Club so that we can communicate with you.
We may also need to keep a record if you resign as a member, so that we do not inadvertently add you to our mailing list in the future.
We may keep information about you for a very long time or even indefinitely if we need this for historical, research or statistical purposes. For example, if we consider the information might be useful if someone wanted to write a book about the Club or the School.
The School has its own privacy and other documents available via
6. What decisions can you make about your information?
From May 2018 data protection legislation gives you a number of rights regarding your information. Some of these are new rights whilst others build on your existing rights. Your rights are as follows:
- if information is incorrect you can ask us to correct it;
- you can also ask what information we hold about you and be provided with a copy. We will also give you extra information, such
- as why we use this information about you, where it came from and what types of people we have sent it to;
- you can ask us to delete the information that we hold about you in certain circumstances. For example, where we no longer need the information;
- you can ask us to send you, or another organisation, certain types of information about you in a format that can be read by a computer; and
- our use of information about you may be restricted in some cases. For example, if you tell us that the information is inaccurate we can only use it for limited purposes while we check its accuracy.
The Club Administrator can give you more information about your data protection rights.
7. Further information and guidance
The Chairman and Honorary Secretary are the people responsible for managing how the Club looks after personal information in relation to Club members and external relations.
Like other organisations we need to keep your information safe, up to date, only use it for what we said we would, destroy it when we no longer need it and most importantly – treat the information we get fairly.
This notice is to explain how we use your personal information. The Club Administrator ( firstname.lastname@example.org ) can answer any questions which you may have.
Please speak to the Club Administrator if:
- you would like us to update the information we hold about you; or
- you would prefer that certain information is kept confidential.
If you consider that we have not acted properly when using your personal information you can contact the Information Commissioner’s Office – ico.org.uk.
Old King’s Club
t: 020 8255 5390
℅ King’s College School