Privacy Notice – Alumni
You have a legal right (under the General Data Protection Regulation), to be informed about how John Taylor Multi Academy Trust (JTMAT) uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.
This privacy notice explains how we collect, store and use personal data about you.
We, the Trust, are the ‘data controller’ for the purposes of data protection law.
Personal data that we hold
We may hold information relating to you from a number of sources. A significant proportion of the information we hold on alumni is that which you provide to us (for example, you may give us information by filling in forms on the Trust’s website, or by corresponding with us by telephone, email or otherwise).
- Personal identifiers and contacts such as your name, address, unique pupil number, contact
details, date of birth, identification documents.
- Details about your time at the school, including records of your achievements and interests
- Photographs of your time at the school
- Details of your experience, career and employers since you left the school
- Records of contributions you have made to the school since leaving, such as your time,
expertise or money
- Records of how you have engaged with our alumni network, including emails you have
opened, events attended, mailing lists you have signed up to and any other interactions
- Information required to manage your attendance at alumni events, including access
arrangements and dietary requirements (which could amount to ‘special category’ personal
data, which is more sensitive)
- Bank details and other financial information, if you make any payments to the school
- Records associated with Gift Aid claims on donations
We augment the data we hold from the Trust and schools with data from our partners (as listed below) and publicly available data.
We use targeted internet searches and may search the following websites (either directly or using search engines), where relevant in order to obtain and maintain the accuracy of the data listed above:
- Sunday Times Rich List
- Other rich lists, including Forbes Magazine’s international rich lists
- Property websites
- The Queen’s Honours Lists
- National change of address services
- LinkedIn and other social media sources, to check business details
How we use your data
Your data is used by us for a number of interdependent purposes in support of alumni relations. These include:
- Help us build a community around the school
- Offer enrichment and career development opportunities to current pupils
- Raise extra money so that we can continue to improve the experience pupils get from the
- Notify you of alumni events you may be interested in
- Keep you up to date with school news
- Help us promote the school
- Keep you safe and comfortable while attending alumni events
- Tailor the communications we send to you, to ensure they are appropriate and relevant
- To support ‘Track & Trace Services in the event of a national or local pandemic
Communications to you may be sent by post, telephone or electronic means (principally by email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us using the details listed below.
We will always respect a request by you to stop processing your personal data, and in addition your statutory rights are set out below.
Use of your personal information for marketing purpose
Where you have given us consent to do so, The Trust or schools within the trust may send you
marketing information by email or text promoting school events, campaigns, charitable causes or
services that may be of interest to you. You can withdraw consent or ‘opt out’ of receiving these
texts and/or emails at any time by clicking on the “Unsubscribe” link at the bottom of any such
communication, or by contacting the school office or our data protection officer.
Our lawful basis for using this data
We only collect and use your personal data when the law allows us to. Most commonly, we process
it where we have obtained explicit consent to use it in a certain way, and where we have legitimate
interests in processing the data.
Where we have obtained consent, this consent can be withdrawn at any time. We will make this
clear when we ask for consent, and explain how to withdraw it.
Where we have legitimate interests in processing your data, we will carry out a ‘balancing test’ to
make sure our processing does not infringe your interests, rights and freedoms. We will only use the
data in ways that you would reasonably expect.
The legitimate interests we have are:
- Asking you for financial contributions towards the school, and facilitating this efficiently
- Analysing the composition of our alumni group to help us decide what events or activities to
- Providing you with marketing communications based on what we think you’ll be interested
If we require a membership fee or to sign a contract for you to join your alumni network, we will also
use your data in order to fulfil the terms of our contract with you.
In addition, we may process your personal data in order to comply with our legal obligations, such as
our accounting and reporting requirements in relation to any donations received, and complying
with our duties under equality legislation.
Less commonly, we may process alumni personal data in situations where:
- We need it to perform an official task in the public interest
- We need to protect someone’s vital interests (save your life, or someone else’s)
Some of the reasons listed above for collecting and using personal information about you overlap,
and there may be several grounds which justify our use of your data.
When we share your data with others
We do not share information about alumni with any third party without consent unless the law and
our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share
personal information about alumni with:
- • Our local authority – to meet our legal obligations to share certain information with it, such
as where the alumni information is relevant to a safeguarding concern
- The Department for Education
- Educators and examining bodies
- Our regulator Ofsted
- Suppliers and service providers – to enable them to provide the service we have contracted
- Central and local government & Agencies, e.g. HMRC – to meet our accounting and
reporting obligations relating to donations received, Data for ‘Track & Trace’ Services
- Our auditors
- Survey and research organisations
- Health authorities – To include data for ‘Track & Trace’ Services
- Security organisations
- Health & Safety Executive (HSE)
- Health and social welfare organisations
- Professional advisers and consultants
- Charities and voluntary organisations
- Police forces, courts, tribunals
- Professional bodies
- Public Health England
How we store and protect your data
We ensure we have appropriate data sharing agreements in place before sharing your personal data.
We do not sell your personal data to third parties under any circumstances.
We also facilitate communication between individual alumni, but in doing so we do not release personal contact details without prior permission.
You have the right to:
- ask us for access to, or rectification or erasure of your data
- restrict processing (pending correction or deletion)
- object to communications or direct marketing
- ask for the transfer of your data electronically to a third party (data portability)
Many of these rights are qualified in various ways.
The legal basis for processing your personal data for the interdependent purposes set out above is that it is necessary for the pursuit of our legitimate interests. We always handle your personal data securely and minimise its use, and there is no overriding prejudice to you by using your personal information for these purposes. In addition, there is no statutory or contractual requirement for you to provide us with any personal data.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about the way we handle your information, please speak to us in the first instance. To make a complaint, please follow our complaints procedure.
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer.