Privacy

Privacy Notice - OC Connect

1. This Privacy Notice and what it is for

On our OC Connect database, Mayfield School Ltd ('Mayfield School,' 'we') maintains a database of alumnae, supporters, volunteers, and current and former staff and parents in order to stay in touch with our community and keep you updated about news, events, careers initiatives, volunteering opportunities and fundraising activities.

Some of the people whose records we keep on our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (for individuals with offline database records and individuals with online profiles), we collect and store personal information (or 'data') about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use ('process') it.

We may change this Policy from time to time. If we make any significant changes we will advertise this on the website or contact you directly with the information. Please check this page occasionally to make sure you are happy with any changes.

2. Responsibility for Data Protection

If you have any questions about this Policy or concerning your personal information, please contact our bursar, Mr Richard Gordon on bursar@mayfieldgirls.org or by telephone on (04135) 874600.

For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is Mayfield School Ltd, The Old Palace, Mayfield, East Sussex, TN20 6PH.

3. Why we need to process personal data

We use the personal data we keep on our database in order to make available the various benefits of membership in the Old Cornelians community, and always with a legal basis for doing so.

Using the data, we may:

Notify you about events and volunteering opportunities that may be of interest to you
Manage invitations and event registrations
Send you publications such as our Newsletters or our annual magazine
Conduct surveys and research to improve the services offered to you

Communications may be sent by post, telephone or electronic means (such as email) depending on the contact details and the consents you have given. We will always seek your consent to be contacted. However, we may consider that we have legitimate interest in contacting you about events or other topics that may be of interest to you and will do so unless you let us know you object. These topics may include fundraising and/or devleopment at Mayfield School. If you wish to limit the communications we send you at any time, you may change your consent options on OC Connect at any time or let us know by email at: OldCornelians@mayfieldgirls.org or phone the Development and Alumnae Relations team on: (01435) 874600.

4. Our legal basis for processing your information

The use of your information for the purposes set out above is lawful because one or more of the following applies:

you have given us your consent for the information to be used
it is necessary for us to hold and use your information to carry out our obligations under a contract entered into with you
it is necessary for our legitimate interests to hold and use your information and we are not impacting your privacy by doing so

5. What type of personal information we collect

The information we have about you depends on where we collect it, but may include:

Name(-s)
Contact details
Date of Birth
Gender
Details of your education
Details of your employment
Information about your areas of interest
Participation in events, surveys, competitions, emails or other activities relating to the Old Cornelians community
Your relationships to family members and/or other members of the Old Cornelians community, Mayfield School or The Society of the Holy Child Jesus
Photographs
Donations made or pledged to Mayfield School Ltd
Log-ins and activity on the OC Connect website
Geo-location data (your geographical location based on your IP address)
Log-ins and activity on the website
A record of payments made via the website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations
Consent options and communication preferences
Messages that you send to other community members via the direct messaging system when logged in to this website

You may also give us personal updates which you post directly to the OC Connect site or via the Old Cornelians email box (such as announcements, stories, photos, documents, comments, events, etc.). From time to time, we may ask if this information can be shared with the Old Cornelians community and/or Mayfield School if we think it would be of benefit or interest to either to do so.

6. How we collect data about you

We collect personal information when you create an online profile on this site and when you subsequently interact with this website or with emails sent from this website

We may also collect data when:

You participate in an event or meeting where you provide us with information
You contact or interact with us in any way including in person, online, or by email, phone, SMS, social media or post
You or your daughter(-s) leave Mayfield School and we transfer some basic details about you from the main Mayfield School database in to our OC Connect database

We may also collect data gathered from other publicly-available sources.

7. Who has access to your information

Mayfield School Ltd will not share your personal information with third parties except in the cases that follow. Within the School, your data will be processed by appropriately trained individuals, in accordance with access protocols and for the purposes the data were provided.

Where information is shared with a third party, we will only share information necessary for the third party's service and we will have a contractual agreement in place that requires them to operate with at least the same care over data protection as we do.

Examples of third parties with whom we may share your information:
Those who may provide mass-communications services for us from time to time, for example the publisher of the Old Cornelian magazine
Partner event organisers
Web hosting, email hosting, analytics, cloud storage and search engine providers that enable us to run our community database and improve our website

Where data can be aggregated and anonymised, our website provider (ToucanTech) might use this for research purposes without restriction. For example, they may monitor traffic patterns, site usage, response rates and data trends to help make improvement to the website software. They are entitled to do this because the resulting data will not personal identify you and will therefore no longer constitute personal data for the purposes of data protection laws.

8. How we keep your information safe

We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.

Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website provider, ToucanTech. Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.

We always ensure only authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.

If you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone.

No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.

9. Data accuracy and security

We endeavour to maintain accurate and current information about you. If your contact details change, we ask that you notify us via the OC Liaison on: OldCornelians@mayfieldgirls.org or by phone or post.

Mayfield School will take appropriate technical and organisational steps to ensure the security of personal data, including policies about appropriate use of technical devices and technology. School staff managing personal data will be trained in data processing and privacy and staff and governors will be aware of their duties under data protection legislation.

10. How long we keep your information for

In accordance with the Mayfield School Record Retention Policy, we will retain personal data securely and only in line with how long it is necessary to keep for a legitimate and lawful reason.

If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request.

If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and the dates that you attended one of the Old Cornelians' schools and archive your record in our database.

11. Your rights

You have the right to request details of how we use your personal information through making a subject access request. Such requests have to be made in writing by contacting our Bursar, Mr Richard Gordon on bursar@mayfieldgirls.org or by telephone on (01435) 874600.

You also have the following rights:

To be informed about how we collect, store and process your data and the purposes for these

To request rectification of information that is inaccurate or out of date
To erasure of your information (the “right to be forgotten”)
To restrict the way in which we are dealing with and using your information
To request that your information be provided to you in a format that is secure and suitable for re-use (the “right to portability”)
To object to our use of your data in certain circumstances and an absolute right to stop data being used for direct marketing
Rights in relation to automated decision-making and profiling

All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights, you should contact the OC Connect database administrator on: oldcornelians@mayfieldgirls.org or by telephone on (01435) 874600

12. Queries and Complaints

You may direct any queries about this Policy to the Mayfield School Bursar on bursar@mayfieldgirls.org,

If you are not satisfied with the way in which we have processed or dealt with your information, you can complain to the Information Commissioner's Office (ICO) on 0303 123 1113. Further details about how to complain can be found here: https://ico.org.uk/make-a-complaint/.

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This Policy was last updated in March, 2022