How we use Alumni information

The RBAI Foundation is the hub for communications with past pupils and friends of the School. This notice describes what information the School holds about you, why we hold it and how we use it.

Data is any information which relates to you – the individual. Personal data is information which can identify you. An example of personal data is your full name, address and date of birth.

Processing your data helps us to maintain your association with the School. We process your data in pursuit of our legitimate interests or because we hold your consent for specific activities.  It enables us to communicate and engage with you, updating you regarding school news, updates, events and fundraising.

The information which we collect, hold and share includes the following. We do not necessarily hold all of this information for every alumnus.

– Personal information such as name, title, date of birth and gender
– Contact information such as home address, business, email, and telephone
– Education information and your connections with the School including clubs, societies and affiliations
– Employment/career details, career biographies or alumni profiles
– Video and photographic images such as, sports team photographs, school visits/ events records
– Information publicly shared on social media, eg LinkedIn, Twitter, Facebook etc
– Health related information if attending an event e.g. access, dietary requirements
– Family and partner/spousal name only
– Relationships with other alumni or people associated with the School
– Your interests such as volunteering activity and philanthropic affiliations
– Donation history to the School
– Bank account details (for donors who support regular giving)
– Records of communications with the RBAI Foundation (formerly DARO) and the School
– Event attendance
– Assessment of capacity to donate – prosperity assessment
– Motivation for giving
– Photographs
– Identification numbers on our alumni database

Some of the information we process, such as disability details for access to an event, is sensitive personal information that we will not process unless we have your explicit consent, or we are legally required to do so.

We collect your data from a number of sources but primarily information is collected directly from you. We may also collect data from:

– staff, supporters and your peers who make introductions
– research into publicly available sources for profiling, address updates and analytics, for example, LinkedIn, Companies House, and other similar sources
– carefully selected third parties that help keep our data up-to-date or to help enrich your data e.g. screening companies
– from a third party whom you have interacted with on behalf of the Foundation, for example: JustGiving and Eventbrite

Accuracy of Data
We always aim to keep your data accurate and up to date. Data that is inaccurate can be amended on request. Please notify us if your personal details change or if data we hold about you is inaccurate.
Depending on your privacy settings, we may use social media sites like LinkedIn, Facebook and Twitter and/or other data enrichment services to validate your data and help us maintain our communication with you.

Holding Data
We create and hold your data both electronically and on paper. The RBAI Foundation considers its relationship with alumni, supporters and potential supporters as ongoing and as such will maintain a record until you tell us you no longer wish to keep in touch or we have a requirement to delete information.

Sharing your Data
We will never sell your data to third parties and we will only share your data to legitimately maintain your relationship with the School. We sometimes work with external providers to develop and improve the data we store. These include data enrichment and screening companies.

If you are a member of the BOIA your data is shared between the two organisations as the Foundation maintains the BOIA database and carries out some administration on behalf of BOIA.

If you have given a donation, we may share data to process your donation with your bank, under your instruction.
We may have to disclose your data if required to do so by law in order to comply with a legal obligation, for example, to protect or defend our rights, interests or property.

There are strict codes of conduct in place to keep your information safe and staff abide by data protection legislation.

We ensure that suitable measures are in place to prevent the unlawful or unauthorised processing and against the accidental loss of, or damage to, your personal information. This includes:

– Storing data on a secure, specially designed, alumni relationship management database
– Training staff in data protection and their responsibilities
– Collaborating only with reputable companies for data processing services, who comply with data protection legislation and put in place appropriate non-disclosure agreements
– Ensuring that alternative protection is in place if we work with trusted – organisations based outside the European Economic Area (EEA) in countries that do not have comparable data protection laws to the UK

You can update your data or contact preferences at any time or advise us you wish us to stop contacting you at: www.rbaifoundation.org/contact-preferences or by calling +44(0)28 9024 0461 ext 1239.

If you do not wish for us to continue to process your data, we will retain minimal details on our database to ensure your details are not re-added in the future for another purpose or through another data collection route.

If you would like to access your personal information or if you have a complaint in relation to the data we hold on you, please make a request in writing to Claire Moore, Bursar, RBAI, College Square East, Belfast BT1 6DL.

You will need to be able to provide proof of identity (e.g. full name, address, date of birth). We will provide your information within 30 calendar days of receiving your request.