OUSP Privacy Policy

Last updated: October 13, 2019

Overview

Throughout its history, the Oxford University Society in Paris ('OUSP') has relied upon friends and benefactors to help realise its mission of providing a community and events in Paris for Oxford University alumni. The committee that runs OUSP, is committed to maintaining your confidence and trust with respect to your privacy. Our principles are simple – we will be transparent about what data we are collecting about you, where that data comes from, how we use the information we hold about you, and the choices you can make.

The overarching purpose of collecting and processing your data is to provide you with the best possible experience of being an alumnus/alumna, donor, or supporter of Oxford University. It also enables us to ensure that any approaches we make to ask for your support of our alumni relations or fundraising goals are respectful, professional, and relevant to you. W work closely together to ensure we engage with you in a coordinated manner.

If at any point you have questions about our privacy notice, or how we are using your data, please contact us at oxfordinparis@gmail.com

Information we collect

We, OUSP, collect information from you in three ways: directly from you during your ongoing relationship with us; from publicly available sources; and/or from third parties providing us with services or acting on our behalf.

The amount of data we collect and hold depends on the frequency and nature of your interactions and engagement with us. Information may be gathered across the lifetime of our relationship with you and from many different forms of interaction.

We may hold and process the following types of personal data about you:

Biographical information, which may include:

  • Name, title, contact details, date of birth.
  • For current or past students: student ID, programme of study, department, college, matriculation or start date, graduation date, degree conferred.
  • Profile pictures which come from publicly accessible sources (where copyright allows).
  • Links to your public social media presence e.g. LinkedIn, Twitter, website or blog.

Details of our ongoing relationship and your engagement with us, which may include:

  • Records of your personal interactions with us (e.g. correspondence, notes of meetings or conversations).
  • Your communication preferences; records of communications you have received from us, incl. copies of letters, emails or appeal literature sent, and of fundraising activities in which you have been included (e.g. annual fund mailings, telephone fundraising campaigns).
  • Data obtained through cookies and similar technologies such as pixels, tags, web beacons, and other identifiers. These help us understand how you interact with our email communications, websites and other online services we provide, e.g. crowdfunding, alumni networking sites. You will find a link to the relevant cookie policy on each of our websites.
  • Your attendance (and that of your guests) on visits to, or at events provided by OUSP, including details of any payments made, guests, and photographs, audio and video recordings in which you may be included.
  • Details of benefits and services provided to you.
  • Your connections to other alumni, students, staff, friends, groups or networks, donors and supporters within the OUSP community.
  • Membership of college or Oxford University social media groups e.g. Facebook, LinkedIn.
  • A record of offers of voluntary support you have made, e.g. offers of expertise, advice, mentoring, internships, coaching, accommodation/support for students visiting your area.

Information about your giving, which may include:

  • Current and past donations and pledges, documentation relating to these gifts and records of the projects you have supported.
  • Financial information required to process your gifts.
  • Any requests you have made for anonymity in relation to your giving.
  • Thank you letters, donor reports provided relating to gifts you have made, correspondence and notes of meetings.
  • Plans for activities and future interactions.
  • Records of membership of any societies or groups related to your giving.
  • Your relationship to friends and patrons groups associated with, or providing support to, OUSP.

Information relating to your willingness or financial capacity to support our charitable objectives, which may include:

  • Our understanding of your likely philanthropic interests, and a note of particular projects we think may be of interest to you. This understanding may be provided by you or from information in the public domain.
  • Information about your giving to other organisations, and other support that you provide (e.g. volunteering roles, trusteeships), where this information is given to us by you or publicly reported, and where it helps us to understand your interests and capacity to provide support.
  • Other information which may give an indication of the scale of any potential philanthropic gift you may be able to give, such as information about earnings and assets, including property, or publicly reported estimates of wealth.
  • Any estimate we may make regarding the potential scale of your support on the basis of the above information and your previous giving.
  • Personal recommendations, where made by other supporters, that you may be willing and able to provide support.

How we use your data

Your personal data are used by us for the following purposes in support of alumni and supporter relations, and fundraising:

For alumni and supporter engagement

  • To manage our ongoing relationship with you and to provide a record of your interactions and contributions to OUSP life.
  • To offer and manage a varied programme of events tailored to your interests, including networking events, college or subject reunions, sports events, concerts, seminars and lectures.
  • To ensure you are aware of the wider programme of events, lectures and seminars taking place across OUSP and our partner organisations which we believe may be relevant to you and that you may have an interest in attending.
  • To provide you with information about OUSP benefits and services.
  • To let you know of volunteering opportunities across the collegiate University, including linking current students with alumni for careers advice and internships, or speaking opportunities.
  • To provide the most relevant content and best possible user experience when you are interacting with our digital communications and platforms.
  • To identify and profile potential volunteers, alumni ambassadors and event attendees.
  • To accept and process commercial revenue, e.g. for merchandise or event tickets.
  • To create classifications and groupings (through manual or automated analyses) in order to best direct engagement activities.
  • To analyse the success of our engagement activities, collect feedback, and manage complaints.

For all fundraising and donor stewardship

  • To help ensure that our fundraising efforts are conducted as efficiently as possible, and that our approaches to potential donors are respectful, professional, and made, as far as possible, based on evidence and an understanding of what may interest you.
  • To accept and process philanthropic revenue.
  • To provide acknowledgement, recognition and stewardship of your gift.
  • To inform you of the impact of your gift.
  • To create classifications and groupings (through manual or automated analyses) in order to best direct fundraising activities.
  • To support peer-to-peer fundraising campaigns.
  • To inform fundraising, marketing and donor stewardship strategies

For operational reporting, management reporting, and governance

  • We may use your personal data for the purposes of operational reporting, to produce management information, and for other relevant purposes relating to the governance of OUSP. We will use only the data required and, unless necessary, we will use anonymised or pseudonymised data.

In our external communications

  • With your permission, we may publish your name in an online directory, in donor listings, as part of a guest list, or we may work with you to create press releases or case studies to be included in our publications or on our websites.

When and how we share your data

We may, from time to time, need to share your personal data within OUSP or with third-parties working on our behalf. We will only do this in appropriate circumstances, by secure means, and with the relevant data sharing agreements in place. We do not, and will not, sell your data.

Third parties will only process your personal data on our instructions and where they have agreed to treat your data confidentially and to keep it secure. We only permit them to process your personal data for specified purposes. We do not allow our third-party service providers to use your personal data for their own purposes nor to keep your data after the processing is complete. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies.

Whenever your information is shared, we will always seek to share the minimum amount of information necessary to fulfil the purpose, this includes the use of anonymised or pseudonymised data where that is sufficient.

Right to Object

If you reside in the European Union, you have a right to object to the processing of your personal data for direct marketing purposes, including profiling related to direct marketing. “Profiling” means any form of automated processing of personal data consisting of the use of personal data to evaluate certain personal aspects relating to a data subject, such as when we provide you with a specific type of direct marketing information based on information you provided us when you signed up for a member account.  If you exercise your right to object to processing for direct marketing purposes, including profiling related to direct marketing, Wild Apricot will no longer process your personal data for such purposes.

OUSP has contacted the company hosting our website, Wild Apricot and parent company Personify, on behalf of all members to request that the Right to Object be implemented as a default. If you live in the European Union and wish to exercise your right to object individually, you may contact Wild Apricot by emailing  wa.privacy@personifycorp.com.

Contact us

If you have any questions about this privacy notice or about your personal data, or if you want to provide updates to your data, make any changes to your communication preferences or exercise any of your rights as outlined above, please log in to your members area and/or contact us at oxfordinparis@gmail.com

Changes to this Privacy Notice

This privacy notice was last updated on 13 October 2019.

We reserve the right to update this privacy notice at any time. Any changes to this privacy notice will be posted to this page.


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