A special relationship exists between King Edward's School (KES), its pupils and staff, and its alumni and friends. The Development and OEA Office (DOEAO) strives to do all we can to nurture and enhance these connections, keeping the spirit and ethos of the School at the heart of all that we do.
The DOEAO works on behalf of the Old Edwardians' Association (OEA) and the King Edward's School Birmingham Trust (The KES Trust), to promote fellowship amongst alumni and to fundraise for the advancement of education at KES.
Why your data is collected
The DOEAO exists to link past and present members of the KES community through a range of communications and literature, a varied events programme, careers advice and mentoring, and active fundraising on behalf of The KES Trust. The Trust was established with the objective of supporting education at KES, including the provision of bursaries to boys on the basis of financial need to enable them to attend the School.
In order to meet these aims, the Office maintains a database which contains personal data collected during the course of our relationship with our pupils, alumni, and donors. We use all reasonable care to keep this data up to date and secure.
This Privacy Statement explains how we collect, store, manage and protect your data. It outlines the types of data that we hold and how we use this information to support our school community, alumni, and friends. We aim to be clear when we collect your personal information, and not to do anything you wouldn't reasonably expect.
How your data is collected
Data is typically collected through leavers forms, ‘lost' Old Edwardian cards, MyKES, online and hard copy update forms, careers networks, and information volunteered without solicitation from the DOEAO. The DOEAO also has a data processing agreement with King Edward VI High School for Girls (KEHS), which enables us to share news and information with KEHS alumnae, subject to their express consent for this data to be shared.
What information do we collect about you?
As part of our work we process and store personal information relating to our pupils, staff, alumni, current and potential supporters. We have reviewed our responsibilities under The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679) and take our responsibilities under this Regulation seriously; the personal information we obtain is held, used, transferred and processed in accordance with this Regulation. The information we store may include:
• Name, title, gender, and date of birth
• Contact details (postal address, email address, phone number, links to social media accounts)
• Information about your time at KES and other academic institutions
• Occupation and professional activities
• Recreations and interests
• Family and spouse/partner details and relationships to other alumni, supporters and friends
• Records of donations and Gift Aid status, where applicable (as required by HMRC)
• Records of communications sent to or received by the DOEAO
• Media articles
• Information on your participation in School meetings, events, groups or networks
• Information about usage of MyKES and Netcommunity.
We always aim to keep your details up to date, and occasionally conduct surveys to check the contact details we have for you are correct, updating them where appropriate.
We may use information from publicly available sources (for example, Companies House, the Electoral Register, and the media) to better understand the needs and preferences of our community, and to assess the inclination and capacity of individuals to support the Trust financially or by volunteering their time. We also use publicly available sources to carry out due diligence on donors, reflecting the Trust's Gift Acceptance Policy and to meet money laundering regulations.
We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. This enables us to hold focussed conversations about fundraising and volunteering in the most effective way, and to ensure that we provide all alumni with an appropriate experience. Fundraising is a key part of the DOEAO's work, and we are committed to working in a transparent, ethical, responsible and honest way. We will always advise those individuals that such work has been conducted and only retain associated information with their permission and in line with our legitimate interest. Where fundraising approaches are made, the DOEAO will ensure that the consent of the relevant individual is recorded, either in the form of a dated document, online record and timestamp, or in the case of oral consent, a note of the time and date which was made at the time of the conversation. The DOEAO will also record what the individual was told at the time and any instance of the individual withdrawing consent. To reflect this commitment, we are a member of the Fundraising Regulator and committed to the Regulator's Code of Practice.
The DOEAO is fully PCI-DSS compliant. Bank details used for processing Direct Debits are stored by a trusted third-party, under the Direct Debit Guarantee scheme. Donation forms are held electronically on our secure database, and credit/debit card details are only held for as long as might be necessary for auditing purposes, following which they are securely destroyed.
All Data is held by the Development and OEA Office on behalf of the Trustees of The King Edward's School Birmingham Trust (charity registration number 1129776) and the Old Edwardians' Association, registered in England at King Edward's School, Edgbaston Park Road, Birmingham, B15 2UA.
How we use your data
Upon receiving permission to use your personal data, we will confirm our contact details with you so that you are able to register any related questions with us.
All Data will be used and processed by the DOEAO for a full range of alumni engagement and fundraising purposes including (but not exclusively):
• Sharing alumni, School, and campaign news through publications including (but not limited to) the Gazette, Inside Gazette, and Campaign Report
• Notification of alumni and campaign events
• Provision of class lists for reunions and other Old Edwardian events, to incentivise other Old Edwardians to attend
• Invitations to engage with fundraising activity
• Information regarding alumni member groups and careers networks
• Communications from other alumni who wish to contact you
• Requests to complete surveys
• Promotion of discounts and services available to alumni.
In order to fulfil these purposes, these communications may be sent by mail, email, telephone and social media. From time to time and where you also have a relationship with King Edward's School Birmingham, we may also contact you to share school news, event information, and updates from the Development & Old Edwardian Office at King Edward VI High School for Girls.
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, and agents contracted to provide administration services (such as the printing and distribution of any correspondence documents). Where we commission external agents to process your data for administrative services, we commit to ensuring all due diligence has been conducted, including entering into legally binding data sharing agreements which clearly define the terms of how your data is used and for how long.
Your data will not be shared with any commercial organisation for direct marketing purposes, but the DOEAO may send you offers from commercial organisations as part of the OE discount & benefits scheme, if they believe that they are in your interest.
If you interact with the School through a third party (for example, directing support to the Trust through the British Schools and Universities Foundation), then in exceptional circumstances we may obtain information about you from that third party and for the purposes of clarifying data, but only if you have given your express consent to the third party sharing your information. Data obtained in this way is treated no differently to any other once held by the DOEAO, and is bound by the terms of this privacy statement as soon as it is received.
Copies of the Gazette magazine are made available to historical archives maintained by the Schools of King Edward the Sixth in Birmingham Foundation, and the Association of Representatives of Old Pupils' Societies. In giving consent for us to use your data, your name, year group, mailing address and email address may 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.
Retention of your Data
In consenting to share your Data, you are giving permission for us to retain your Data for as long as is necessary for the purposes set out above, but certain Data may subsequently be retained for accounting, recording or auditing purposes or as required by law. When any Data reaches the end of its retention period it is destroyed securely.
Protecting your data
We are committed to holding your data securely and sensitively, in accordance with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679). Your data are held on a database hosted on a secure server within the School network. This database is protected by multi-level authentication and access is restricted to individuals who need to see the data to carry out their duties at the School. This is limited to: members of staff in the DOEAO; assigned IT support; and colleagues from other areas within the School who work closely with the DOEAO on the provision of services to alumni, such as the Careers Service. User access rights to the database are restricted according to individual job roles in order to ensure that users only see information relevant to them. This access is reviewed on a regular basis.
We will not disclose your data to individuals, organisations or other entities outside the DOEAO other than those which are acting as agents for the Office (providing printing and distribution services, for instance). All external entities with whom data is being shared must sign a contract or confidentiality and non-disclosure agreement before any data transfer takes place. We do not sell to or trade your data with any other organisations.
Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partners' servers are located in a country outside the EEA. Where these countries do not have similar data protection laws to the UK, we will take steps to make sure they provide an adequate level of protection in accordance with The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679), for instance, by entering into data sharing and processing agreements and in accordance with Article 13 of The General Data Protection Regulation (GDPR) (Regulation (EU) 2016/679).
In the unlikely event that we wish to process your Data for a purpose other than those outlined above, we commit to provide you with details of that purpose.
You are not obliged to share your data with us; however doing so will ensure a lifelong relationship with KES and enable us to ensure that we approach potential donors to the Trust appropriately. We undertake not to record or use your data in any way which will cause damage or distress and have conducted a Privacy Impact Assessments in order to prevent inappropriate use of your data or our communications to you. We will use your details until you tell us you no longer wish to hear from us and will always try to ensure that the data we hold for you are up to date, reasonable and not excessive. You will always have the right to:
• Request access to the information we hold about you, free of charge and for your own purposes, provided in a structured, commonly used and readable form, within one month of submitting your request
• Request amendments to the information we hold about you
• Change your communication preferences at any time
• Request copies of data sharing agreements entered into with third party agents such as mailing houses
• Withdraw consent at any time, without affecting the use of your data based on your prior consent
• Request that we erase your personal information from our records or restrict the processing of your data
• Lodge a complaint with a supervisory authority
• Object to the processing of your information for any of the purposes outlined above.
Staying in touch
There are lots of ways in which you can stay in touch with KES. When providing us with your consent to be contacted for the purposes outlined above, you are also able to tailor how we communicate with you (for instance, by post, email, SMS, or social media).
Alumni and supporters are encouraged to make sure that their own Data is accurate by returning any update forms received, by updating their details or by contacting the Development Office via firstname.lastname@example.org or 0121 415 6055. Old Edwardians can also update their details using MyKES, the online OE community, via www.my.kes.org.uk.
If you have any questions about this privacy statement, or would like to receive a copy of the information we hold about you, please contact us at: email@example.com.