The Liverpool College Foundation maintains a database of alumni, current and former staff, supporters, and current and former parents in order to stay in touch with The Lerpoolians community and keep you updated about news, events, careers initiatives and fundraising activities.
Some of our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (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.
If you have any questions about this Policy or concerning your personal information, please contact Amanda Gemmell, The Liverpool College Foundation Office, Beechlands, Mossley Hill,
Liverpool, L18 8BG at email@example.com
For the purposes of the General Data Protection Regulations (GDPR) and any subsequent UK legislation covering data protection, the Data Controller is Liverpool College. Why do we need to hold and process personal information
Our sole purpose is to operate the Liverpool College Foundation successfully in fulfilling its Object and Powers in accordance with its Memorandum and Articles of Association. The ability to communicate effectively with all individuals and associated parties involved is key in the organization and management of Liverpool College Foundation to this end and to the benefit of all Liverpool College Foundation Members.
We regard the storage and use of this personal data and the maintenance and use of the Liverpool College Archive as a matter of legitimate interest in accordance with the General Data Protection Regulation (GDPR). What type of personal information we collect
The information we have about you depends on where we collect it, but may include:
Where we collect information from
- First name
- Last name
- Contact telephone/mobile
- Date of birth
- Family relationships
- Years at Liverpool College
- Higher education and work details
- Participation in our events, emails, competitions, surveys and other activities
- Participation in careers support initiatives, such as peer to peer mentoring amongst signed up members and for supporting students at Liverpool College
- Donations made to Liverpool College Foundation
- 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
- Content (such as announcements, stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means
- Media articles concerning Lerpoolians
- Messages that you send to other community members via the direct messaging system when logged in to this website
We collect personal information when you:
How we use your information
- Visit this website
- create or update your online profile
- post content on to this website or other websites and social media sites managed by The Lerpoolians
- take part in an event
- attend a meeting with us and provide us with information
- contact us in any way including online, email, phone, SMS, social media or post
- open an email sent from this website
- send a message via the direct messaging system on this website
- leave Liverpool College and we transfer some basic details about you from the main Liverpool College database in to our Lerpoolians database
We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:
Our legal basis for processing your information Off-Line:
- providing you with the information or updates that you have asked for
- sending you communications (with your consent if required) that may be of interest, including invites to events, newsletters and fundraising campaigns
- delivering our obligations under any contract between us
- seeking your views on the services or activities we carry out, so that we can make improvements
- updating our database records and ensuring we know how you prefer to be contacted
- analysing your engagement with our website and other content to help us improve our services for you
- running our mentoring programme/ club activities/ reunion events/ sports fixtures
Your pre-existing relationship with Liverpool College establishes a legitimate interest in our sharing with you news of developments at The College, any fundraising activities the Liverpool College Foundation may undertake, and in the social and networking opportunities that we offer to our community. It is on this basis that we hold the information that you and others have supplied to us and use it in the manner set out in this document. You will receive our general news, and information about our events and the Foundation’s support for The College, unless you have asked us not to contact you about certain subjects, or using certain methods (see below). There is a balanced and legitimate interest in our contacting members of our community to establish whether, or not, they would like to commence, or to renew financial support for The College through The Liverpool College Foundation. At any time you may withdraw consent by emailing firstname.lastname@example.org
or by post at The Liverpool College Foundation Office, Beechlands, Mossley Hill, Liverpool, L18 8BG On-Line:
Signing up to The Lerpoolians for an online profile establishes a legitimate interest in your data being used and shared as part of this Service. At any time you may withdraw consent you have provided by going to settings or by emailing email@example.com
or by post at The Liverpool College Foundation Office, Beechlands, Mossley Hill, Liverpool, L18 8BG
Where we process data based on consent, we will ask for your explicit consent. You may withdraw your consent at any time, but that will not affect the lawfulness of the processing of your personal data prior to such withdrawal. Where we rely on your consent to process your personal data, you have the right to withdraw or decline your consent at any time and, where we rely on legitimate interests, you have the right to object. If you have any questions about the lawful bases upon which we collect and use your personal data, please contact firstname.lastname@example.org
. Updating your consent preferences
If you have an online profile on this website you can update your consent options by logging-in and clicking on “My Settings” in your profile. Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”.
Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website. Please note that your name (but not
full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results irrespective of the privacy settings you have selected.
If we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing.
If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.
If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.
If you want to contact us about your consent preferences please contact The Lerpoolians by email email@example.com
. 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. Who has access to your information?
- Third parties who provide services for us. We select our third-party service providers with care. We provide these third parties with the information that is necessary to provide the service and we will have an agreement in place that requires them to operate with the same care over data protection as we do
- Third parties if we run an event in conjunction with them. We will let you know how your data is used when you register for any event
- Web hosting, email hosting, analytics and search engine providers that enable us to run our community database and improve our website and its use
- Third parties in connection with restructuring or reorganisation of our operations, for example if we merge with another business. In such event, we will take steps to ensure your privacy rights will be protected by the third party
Other than this, we will not share your information with other organisations without your consent. Keeping your information up to date
Please would you let us know if your contact details change. Online members can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile. You can also update your details by contacting us at firstname.lastname@example.org
The law states that we can store cookies on your machine if they are essential to the operation of the website, but that for all others we need your permission to do so.
The list below explains the cookies we use and why:
Opting out of cookies
|Cookie Description ||Name ||Purpose |
|Session Cookie ||Liverpool College Foundation_Member_Code |
|Used to remember you as you travel from page to page in a single session (without leaving the website) in order to provide a continuous and unified experience |
|Functional Cookie ||Liverpool College Foundation_Identify ||Used to remember your login details when you return to the website after previously logging out, by storing them in your browser. This cookie is turned off by default and is only activated when you select the ‘Remember Me’ check box during login. |
If you do not wish to receive cookies from us or any other website, you should be able to turn cookies off on your web browser: please follow your browser provider’s instruction in order to do so. Unfortunately, we cannot accept liability for any malfunctioning of your computer or its installed web browser as a result of any attempt to turn off cookies.
To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org
. Use of aggregated data
Where data can be aggregated and anonymised, we may use the data including inferences drawn from data about you such as your age or gender to generate statistics about our members, their profession or industry, or to publish visitor demographics and insights. Our website provider (ToucanTech) might also use such data 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, and to use statistics we may provide, in order to benchmark them with organisations similar to ours. 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. How long we keep your information for
We will retain information only for the period of our relationship with you, subject to any statutory obligations for retention, and the periodic administrative task of updating our filing systems.
Where we rely on your consent to contact you for direct email marketing/ fundraising purposes, we will treat your consent as lasting only for as long as it is reasonable to do so. This will usually be for two years. We may periodically ask you to renew your consent.
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 Liverpool College and archive your record in our database. 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 The Liverpool College Foundation Office,
Beechlands, Mossley Hill, Liverpool, L18 8BG
You also have the following rights:
- 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”);
- 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 Amanda Gemmell at the above address.
If you are not happy with the way in which we have processed or dealt with your information, you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. Further details about how to complain can be found here
This Policy was last updated in March 2020.