Data policy
The Memorandum of Association of the Old Edwardian Association ("OEA") states that it exists to "promote union and good fellowship among all former pupils" and to "collect information about, and records of, Old Edwardians". To enable these legitimate interests to be pursued, the Development & OEA Office of King Edward's School, Birmingham (the Data Controller) 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.
Data Usage
In practical terms you may be contacted via mail, email or telephone with any of the following:
 OEA publications including the Gazette
 School publications including News and Views
 Targeted event invitations or information regarding member groups
 Requests to complete relevant surveys (including careers surveys)
 Requests to help with School activities (e.g. careers seminars)
 Communications from other members who wish to get in touch with you
 Fundraising communications
 Any other use deemed to sit within our data protection statement
Data will also be made available online for other members to see via a secure website, unless members specify otherwise.
Data Opt Out
All members have the right to object to the use of their data for any of the above purposes by contacting the OEA Administrator, Development & OEA Office, King Edward's School, Edgbaston Park Road, Birmingham, B15 2UA, oldeds@kes.org.uk or 0121 472 1672 (ext 1005).
Data Capture
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 member. Further information of general interest is sought directly by the School from each new 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 Association and members provide it on the basis that they consent to it being shared with other members unless they specifically request for it not to.
Data Held
When members are invited and encouraged to provide further data about themselves, it is typically (although not limited to) information about their School, career and social experiences that may be of general interest to other members, be of use in enabling the School to more effectively target its events and communications or be of use in enabling the School to more effectively targets its fundraising. The School will also record and retain some data about the participation of members in the activities organised by the OEA or the School for this purpose. The School will also hold data related to its fundraising programmes including, but not limited to, data on appeals to members and gifts received from members.
The School does not hold any Sensitive Personal Data about OEA members as defined by the relevant legislation.
Data Sharing
In addition to the membership, the data held is also shared confidentially with a small number of third parties who are contracted to the School to provide administration services including, but not limited to, maintaining the database, maintaining the OEA website and printing and distributing OEA and School publications. The data will only be used for these administrative services.
Copies of the OEA's Gazette magazine which contain membership information are also made available to historical archives maintained by the KES Foundation, the City of Birmingham and the Association of Representatives of Old Pupil's Societies.
The data will not be shared with any commercial organisation for direct marketing purposes, though this does not prevent the School or OEA from itself circulating offers from commercial organisations to members if it believes it is in their interest.
Data Retention
All data will be retained indefinitely as part of the records of the School and OEA for statistical and historical interest purposes unless an individual specifically requests that items of data are deleted.
Data Accuracy
The School is keen to ensure that the data it holds is current and accurate and hence meaningful and usable. Where it becomes aware that data is out-of-date it will mark the data as such in its records and take reasonable steps to seek updated data (e.g. where items posted to a member are returned undelivered and the address held is thus questionable).
Members are encouraged to also make sure that their own data is current and accurate by sending back any update forms received, by updating their details via the OEA website (www.kes.org.uk/oldeds) or by contacting the OEA Administrator (see above for details).
Registration with the Information Commissioner
The School has consulted the Information Commissioner and been advised that it is exempt from needing to register.
Data Protection Statement
The following statement will be made where data is collected from members:
"By returning this data you are agreeing to it being used as per the following statement. All data will be held securely by the Governors of the Schools of King Edward the Sixth in Birmingham through King Edward's School, Birmingham (the "School") on behalf of The Old Edwardian Association (the "OEA") and will be treated confidentially. Unless you tell us otherwise your data may be made available, where appropriate, to School staff or departments, recognised OEA clubs and societies, individual members organising reunions and third parties for administrative, historical or statistical purposes. Your data will also be made available to other members online through a secure website. Members are expected to treat information about other members as confidential and agree not to disclose it to parties outside the OEA. Your data may be used to contact you by mail, email or telephone. Your data will be used for a full range of member activities including, but not limited to, sending of OEA and School publications and notification of member events and programmes. Your data will also be used in School fundraising programmes and we may hold financial information relating to any donations. You have the right to object to the use of your data for any of the above purposes by contacting the OEA Administrator, Development & OEA Office, King Edward's School, Edgbaston Park Road, Birmingham, B15 2UA, oldeds@kes.org.uk or 0121 472 1672 (ext 1005). Full details can be found online at www.oldeds.kes.org.uk/data"