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Data protection policy

By returning any personal information ("Data") to us you are agreeing to it being used in accordance with the following policy.

Why your data is collected

The Old Edwardian Association ("OEA") exists to promote union and good fellowship amongst all former pupils of King Edward's School Birmingham (the "School"), and to collect information about, and record of, those former pupils. In order to meet its legitimate aims, the Development & OEA Office of the School maintains a database of data, on behalf of the OEA, about each of its members, and uses all reasonable care to keep this data up to date and secure.

How your data is collected

Each year when a group of School leavers become new members of the OEA, the School will add basic name and address information to form the basis of a data record for each OEA member. Further information of general interest is sought directly by the School from each new OEA member when they join and subsequently by regular encouragement. There is no compulsion to provide this information but it is in line with the spirit and aims of the OEA.

How your data will be held

All Data will be held by the Governors of the Schools of King Edward the Sixth in Birmingham, registered in England with the charity registration number 529051 and whose address is at Foundation Office, Edgbaston Park Road, Birmingham, B15 2UD through the School on behalf of the OEA.

You may contact the OEA by post at the Old Edwardian Association, the Development and OEA Office,King Edward's School, Edgbaston Park Road, Birmingham, B15 2UA, by telephone on 0121 415 6055, or by email at development@kes.org.uk.

The OEA and the School will comply with the Data Protection Act 1998 (the "Act") principles and this policy in respect of any Data which it processes as the data controller. All Data is held securely by the School and the OEA in accordance with the Act and will be treated confidentially. The OEA and the School will take reasonable care to ensure that your Data is accurate and kept up-to-date and you agree to inform us of any inaccuracy or change to any of your Data.

How your data will be used

All Data will be used by the OEA and the School for the following purposes:

  • all OEA activities;
  • administrative, management and accounting purposes; and
  • the collection of statistical data to inform management decisions to plan and coordinate OEA activities.

Your Data may also be used for the purpose of contacting you by post, email and/or telephone, including (but not limited to) for the purposes of sending you:

  • OEA and School news and publications including the Gazette and Insight Gazette
  • notification of OEA member events and programmes;
  • information regarding OEA member groups;
  • communications from other OEA members who wish to contact you;
  • requests to help with the OE Careers Network
  • requests to complete surveys

Data sharing

Unless you tell us otherwise your Data may be made available to third parties to the extent necessary for any of the purposes set out above. These third parties include School staff and departments, recognised OEA clubs and societies, individual members organising reunions and third parties contracted to provide administration services such as the maintenance of the database and website and the printing and distribution of any correspondence documents.

By default, and unless you inform us otherwise, your name, year group, mailing address and email address will also be made available to other OEA members online through My KES, the online OE community. Members can change which details are available to other OEA members through the website, which is a secure, password protected site. OEA members are expected to treat information about other members as confidential and agree not to disclose it to parties outside the OEA. Please see the My KES Privacy Policy (available at www.my.kes.org.uk/privacy) for more information.

Your data may also be used in relation to all The King Edward's School Birmingham Trust (the "Trust") activity including, but not limited to, Trust fundraising programmes. We may also hold financial information relating to any of your donations to the Trust. The Trust may contact you regarding fundraising (including, but not limited to, by sending you brochures and literature). Please see the Trust's Data Protection Policy (available at www.trust.kes.org.uk/data) for more information.

Copies of the OEA's Gazette magazine which contain membership information are also made available to historical archives maintained by the Schools of King Edward the Sixth in Birmingham Foundation, the City of Birmingham and the Association of Representatives of Old Pupils' Societies.

Your data will not be shared with any commercial organisation for direct marketing purposes, but the School or OEA may send you offers from commercial organisations as part of the OE discount & benefits scheme if they believe that they are in your interest.

Retention of your Data

Your Data will be retained indefinitely as part of the records of the School and the OEA for statistical and historical interest purposes unless you request that any of your Data is deleted. Where you request that any of your Data is deleted it is destroyed securely.

Your rights

You have the right to object to the use of your Data for any of the above purposes by contacting the OEA Administrator using the contact details provided above.

You have the right to request a copy of your Data by making a Subject Access Request (for which the OEA may charge a £10 fee). Any such request must be made in writing to the OEA Administrator at the postal or email address for the OEA provided above.

You have the right to request that any inaccurate Data held by the OEA is corrected. You have the right to prevent your Data from being recorded or used in any way where this is likely to cause damage or distress to you or anyone else.

Data Accuracy

The OEA and the School is keen to ensure that the Data it holds is current and accurate. Where it becomes aware that Data is out-of-date it will mark that Data as such in its records and take reasonable steps to seek updated Data.

OEA members are encouraged to make sure that their own Data is accurate by sending back any update forms received, by updating their details via My KES, the online OE community, at www.my.kes.org.uk or by contacting the OEA Administrator via oldeds@kes.org.uk or 0121 415 6050.