Our Privacy Policy

The University of Bristol Boat Club (UBBC) Alumni & Friends recognises the importance of privacy and data protection and our duties to comply with relevant legislation. This privacy policy explains how the UBBC Alumni & Friends uses the personal data we collect from you when you use our website and interact with our organisation. 

What data do we collect?

The UBBC Alumni & Friends collects the following data:

• Personal identification information (name, email address, telephone number, address)

• Information about your connection to the University of Bristol Boat Club (UBBC) (years in UBBC, involvement with UBBC)

• Information about your occupation or career ambitions

• Information about the size and frequency of donations and purchases you make from the UBBC Alumni & Friends

• Records of your attendance at our events

• Information about the interactions you make with our website and email updates (eg. links opened, pages visited)

How do we collect your data?

You directly provide the UBBC Alumni & Friends with the vast majority of the data we collect. We collect and process data when you:

• Complete the UBBC Alumni & Friends membership form (ubbcalumni.com/join)

• Request to set up a Direct Debit subscription

• Place an order for any of the products available in our online shop

• Purchase tickets for, or attend, an event

• Make a donation or purchase by credit/debit card

• Email or write to us

• Submit any other form on our website (for example the ‘Contact Us’ or ‘Organise a Visit’ forms)

• Use or view our website via your browser’s cookies, or interact with our email updates

The UBBC Alumni & Friends may also receive your data indirectly from the following third party platforms. Links to their respective privacy policies are provided below:

• GoCardless - our Direct Debit payment provider (​https://gocardless.com/privacy/)

• Stripe - our credit/debit card payment provider (​https://stripe.com/gb/privacy) ​

• MailChimp - our platform for sending email updates

  (​https://mailchimp.com/legal/privacy/) ​

• Squarespace - our platform for hosting our website

  (​https://www.squarespace.com/privacy) ​

The UBBC Alumni & Friends uses this website to collect data on behalf of the Nonesuch Rowing Foundation. All of this data is sent directly to the Nonesuch Rowing Foundation from Squarespace and is not stored or used by the UBBC Alumni. Please refer to the Nonesuch Rowing Foundation’s Privacy Policy for more information.

How will we use your data?

The UBBC Alumni & Friends collects your data so that we can:

• Process orders for products purchased from our online shop

• Email you with news updates and invitations to events

• Effectively monitor and plan our fundraising efforts in line with our mission statement

• Set up networking connections between individuals of similar careers and career ambitions

• Make improvements to our website and email updates

The UBBC Alumni & Friends will share your data with named individuals within the University of Bristol Sport, Exercise and Health department (SEH), who fulfil roles related only to Rowing, to allow them to effectively monitor and plan alumni engagement and support our fundraising efforts in line with UBBC’s equipment requirements. 

The UBBC Alumni & Friends may share your data with MailChimp, our platform for sending updates via email, for the purposes of communicating with individuals who have consented to communications via email.

How do we store your data?

Data received directly by the UBBC Alumni & Friends by email or our website is stored in a restricted-access Google account. Information on how Google complies with data protection laws to keep your data secure can be found at https://privacy.google.com/businesses/compliance/. ​

Data collected by third party platforms (eg. GoCardless, Stripe, MailChimp and Squarespace) on behalf of the UBBC Alumni & Friends is stored by those third party platforms in accordance with their respective privacy policies.

The online platforms and files containing your data have access restricted to only members of the UBBC Alumni & Friends Committee who have a justified requirement to use the data for the purposes defined above.

The UBBC Alumni & Friends will keep your data for 75 years from the date of collection, as this is the maximum time period expected for engagement with our activities. Once this time period has expired, we will delete your data, unless further consent is given for its extended retention.

Marketing

The UBBC Alumni & Friends would like to send you information about products and events of ours that we think you might like (for example Nonesuch merchandise and invitations to reunion events). 

The UBBC Alumni & Friends will not share your data with other companies or organisations for marketing purposes.  

If you have agreed to receive emails from us, you may always opt out at a later date. 

What are your data protection rights?

The UBBC Alumni & Friends would like to make sure you are fully aware of all of your data protection rights. Every user is entitled to the following:

The right to access – You have the right to request the UBBC Alumni & Friends for copies of your personal data. 

The right to rectification – You have the right to request that the UBBC Alumni & Friends correct any information you believe is inaccurate. You also have the right to request the UBBC Alumni & Friends to complete the information you believe is incomplete.

The right to erasure – You have the right to request that the UBBC Alumni & Friends erase your personal data, under certain conditions.

The right to restrict processing – You have the right to request that the UBBC Alumni & Friends restrict the processing of your personal data, under certain conditions.

The right to object to processing – You have the right to object to the UBBC Alumni & Friends’ processing of your personal data, under certain conditions.

The right to data portability – You have the right to request that the UBBC Alumni & Friends transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us via our contact form.

Cookies

Cookies are text files placed on your computer to collect standard Internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology

For further information, visit allaboutcookies.org.

How do we use cookies?

The UBBC Alumni & Friends uses cookies to improve your experience on our website, including:

• Understanding how you use our website

• Maintaining your ‘Basket’ when using our online shop

How to manage cookies

You can set your browser not to accept cookies, and the above website (allaboutcookies.org) tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

The UBBC Alumni & Friends website contains links to other websites. Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

Exemption from the appointment of a Data Protection Officer

The UBBC Alumni & Friends is not required to have a dedicated Data Protection Officer (DPO) in accordance with guidance from the Information Commissioner’s Office (ICO):

• The UBBC Alumni & Friends is not a public authority or body

• Our core activities do not require regular and systematic monitoring of individuals on a

  large scale

• Our core activities do not involve processing on a large scale ‘special categories’ of

  personal data, or criminal convictions or offences data

All members of the UBBC Alumni & Friends Committee are responsible for data protection.

Exemption from Registration with the Information Commissioner’s Office (ICO)

The UBBC Alumni & Friends is exempt from any requirements to register with the Information Commissioner’s Office (ICO) as the organisation was established for not-for-profit making purposes and does not make a profit.

Changes to our privacy policy

The UBBC Alumni & Friends keeps its privacy policy under regular review and places any updates on this web page. This privacy policy was last updated on 25 July 2020.

How to contact us

If you have any questions about the UBBC Alumni & Friends’ privacy policy, the data we hold on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

Contact us via the form on our contact us page.