This policy includes:
- Who we are
- What is this document and why should you read it
- How we collect data on you
- How we will use your personal data
- Why do we process your personal data
- Who do we share your personal data with
- Where is your data transferred
- How will we keep your data secure
- How long we will hold your personal information for
- Your rights
- Updates to this notice
- Who regulates the use of personal data
Who we are
The African Gifted Foundation (AGF) is a registered UK charity which founded the African Science Academy(ASA). We are a Data Controller in respect of your personal data, which means we decide how and why we use your data.
We collect personal data to keep our African Science Academy (ASA) alumni, friends and donors up to date with what is going on at ASA and to engage you with events, reunions, volunteering opportunities, networking and our fundraising campaigns. However you choose to get involved, we’ll always respect your rights and choices.
We promise to respect any personal data you share with us and keep it safe. We aim to be clear when we collect your personal information, and not do anything you wouldn’t reasonably expect. Here we tell you what we will, and will not do, with your personal data.
If you have any queries or concerns about your personal data, you can contact our Director of Programmes at firstname.lastname@example.org.
What is this document and why should you read it?
This notice explains how and why AGF processes personal data about its ASA alumni and supporters, such as donors who provide philanthropic gifts or other individuals who express an interest in the work of ASA or provide gifts in kind.
You should read this notice so that you know what we are doing with your personal data.
How we collect information on you
The following data on graduating students from African Science Academy (ASA) are held on our alumni database.
- Contact details (email, telephone (home and mobile), home address, local address)
- Gender preference
- Date of birth
- Year of study at ASA and graduation date
- A-Level results
We will gather personal data from you when you sign up to the ASA alumni network, register for an event, make a donation, volunteer, engage with our social media channels or otherwise provide us with your data.
As required, and only where necessary, we will collect other types of personal data from third parties when you continue your relationship with us as alumni, or when you provide philanthropic support to AGF or donate gifts:
- Prizes and scholarships awarded during studies
- Biographical information on education, employment, achievements and wealth
Depending on the circumstances, when you engage with us we will collect personal data such as your name, your date of birth, gender, location, contact information, like address, email and telephone number and possibly other information, as well as credit card or other financial information needed to process donations or event fees (we will only retain the last four digits of your payment card number). We may also ask you if you are a UK taxpayer so that we can claim Gift Aid (please rest assured that we do not collect information about your actual tax payments, just whether you are a taxpayer).
With your permission, we also capture and collect your business details to enhance our mentoring and networking and allow us to send emails and invitations that may be of interest to you.
To increase our fundraising reach we research information in the public domain, such as the contact details of local organisations we wish to get in touch with about our latest activities and appeals.
How will we use your personal information?
We gather your personal data for specific purposes and only when it is necessary to fulfil the intended purpose. Processing your personal data allows us to provide the best possible experience for our alumni and to build strong relationships with our supporters, enabling us to tailor communication, event invitations and news that are of specific interest to you.
Below is a list of all the activities which involve the processing of alumni and/or supporters’ personal data:
- Loading of student data to the Alumni database before or after graduation from ASA
- Maintain up-to-date contact details
- Use of data for processing other educational opportunities
- Alumni e-newsletters
- Use of data for careers/mentoring/school reputation purposes
- Administering alumni feedback
- Data used to administer gifts
- Gift aid claim submissions
- Transfer of gift aid declaration to HM Revenue and Customs (for UK taxpayers)
- Fundraising appeals by email
- Fundraising appeals through online platforms
- Photos and videos shared on the internet (e.g social media platforms) or by email
- Event invitations by email
- Alumni stories and biographies
- Events advertised online where sign-up is through a third-party platform (e.g. Eventbrite)
- Profiling, segmentation, predictive analytics on data
- Due diligence checks
- Prospect research including data matching and appending
- Management reporting and analytics
- Management surveys, including surveys of graduate work and study
- Experiences after leaving
The AGF team will, where necessary, use personal data to gain a better understanding of our alumni and supporters, tailor offers and opportunities to individuals and create effective plans to develop our service by carrying out research and profiling. Please see below for further explanation.
In order to provide you with the best experience and understand how we could engage with you in the future, we undertake an analysis of the personal data we hold on you. This analysis helps us to gain a better understanding of your interests, of how you engage with us, and to understand broader demographic and geographic trends.
We also undertake research on your personal data to help us make informed decisions. This includes research on demographic, philanthropic, business and financial information from publicly available sources, including social media. Where necessary we will also combine data you provide with data we obtain from other sources (e.g. to verify we have correct addresses/postcodes).
If we use your data for management reporting, we will convert your personal data into statistical or aggregated form to better protect your privacy, or so that you are not identified or identifiable from it. Anonymised data cannot be linked back to you.
Why do we process your personal data?
AGF will process your personal data only where we are satisfied that we have a ‘lawful basis’ for doing so. We will rely on the following lawful bases to process your personal data as an alum or supporter of the AGF:
- We process your data because you have given your consent
- We process your data because we have entered into a contractual agreement with you
- We process your data because it is in our legitimate interest
If you have given your consent for us to contact you by email or text, you may ask us to stop contacting you at any time and you also have the right to ask AGF to erase your details from their systems.
We will process your personal data where we have entered into a contract with you, and where it is necessary to provide evidence of the fulfilment of that contract.
We will also process your personal data where it is in the legitimate interests of the AGF, the data subject, or a third party. AGF will carry out a legitimate interest assessment in all instances where we rely on this lawful basis, to make sure that the purpose is legitimate, the processing of your personal data is necessary to achieve the purpose, and that our processing won’t limit your data protection rights and freedoms.
Who do we share your personal data with?
Your personal data is stored on our database which is password protected and access is limited to authorised AGF staff.
We may pass your data to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf (for example to process donations such as Direct Debits). When we use third-party service providers, we only disclose information necessary to deliver that service and there will always be a contract in place to ensure your data is kept secure. We will not share your data with third parties to use for their own purposes unless we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.
Where is your data transferred?
Although most of the personal data we store and process stays within the UK, some data may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our partner’s servers are located in a country outside the EEA.
If we do send your personal data overseas, we will only make that transfer if:
- the country we are sending your personal data to offers an adequate level of protection for personal data;
- we have put in place appropriate safeguards to protect your personal data, such as an appropriate contract with the recipient;
- the transfer is necessary and can be made under a condition specified in data protection legislation, and specifically Article 49 of the GDPR, such as the performance of a contract between us and you; or
- you gave us permission to make the transfer.
How will we keep your data secure?
We ensure that there are appropriate technical controls in place to protect your personal data. For example, our online forms are always encrypted and our network is protected and routinely monitored.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.
How long will we hold your personal information for?
AGF considers its relationship with our alumni community to be life-long, and we will keep hold of your details until you tell us you no longer wish to hear from us.
We will take into consideration our legal obligations, and tax and accounting rules when determining how long we should retain your data. When we no longer need to retain your information we will dispose of it securely, at the appropriate time.
As a data subject, you have certain legal rights in relation to your personal data, which you can exercise at any time. As alumni, supporters or donors you have the right to access, correct, or restrict your data, to object to our processing and you also have the right to withdraw your consent to receive marketing materials and have your data permanently deleted.
Accessing a copy of your personal data
You have the right to a copy of the data which AGF holds about you. You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, AGF may refuse to comply if your request for access is unfounded, repetitive or excessive. A guide on how to make a ‘Subject Access Request’ can be found on the Information Commissioner’s Office website.
Keeping your information up-to-date
The accuracy of your personal data is important to us. You can update your information with us, including your address and contact details at any time. If you would like to change your preferences or update the details we hold about you, please contact:
10 Queen Street Place, London, EC4R 1BE
Choosing when you here from us
You have a choice about whether you wish to receive information from us. If you do not want to receive direct marketing communications from us about the vital work we do for ASA, and our events and activities, then please let us know at any time by contacting us on:
10 Queen Street Place, London, EC4R 1BE
We will not contact you for marketing purposes by post or email, and phone if you have told us you do not want to hear from us by any of those channels.
If you unsubscribe from communications from us, from any or all of the communication channels mentioned above, we will update our records to stop further communication as quickly as we can. Due to some communications already being in progress at the point you opt-out, please be aware that it can take up to 6 weeks for your preferences to be fully implemented, although your request will be put into effect within 30 calendar days.
Your right to restrict our use of your data, and to data portability
You also have the right to ask that we restrict processing of your personal data, and the right to make a request to have your data transferred to another IT environment where we have asked for your consent to process your data.
Updates to this notice
We will update this notice as necessary to reflect changes to the type of personal data that we process and/or the way in which it is processed. We will update you on any significant changes we make to this notice by publicising it through the alumni newsletter, or through other appropriate channels of communication.
Who regulates the use of personal data?
If you think AGF is processing your data unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office, which is the UK’s data protection regulator. More information can be found on the Information Commissioner’s Office website at https://ico.org.uk/
This page was created on 12 March 2020 and last updated on 27 May 2020.