Dear User,

We have created a Privacy Policy (see below) in light of Data Protection Regulations (GDPR). You have a choice of how we use the data we hold on you and you can tell us what you want by filling in the form below.

We would regret losing touch with the many people we have connected with over the last 25+ years, so we hope that you will allow us to keep your contact data securely on file.

Please tick the boxes below that apply to you

I agree to the Europaeum holding my email address (and possibly basic information about my academic affiliations and my research interest) in a password-protected directory, and I understand that the Europaeum will not pass on my details to others, nor use my data for anything other than contacting me about official Europaeum business.
(please tick box below if the above applies)


I have participated in Europaeum events before, or I was a student on a Europaeum programme, and I agree to the Europaeum contacting me about being included in a password protected alumni database. I understand that my details will not be published, passed on to others, or used for any other purpose than alumni-related Europaeum business.


I would like my details removed from Europaeum’s internal records.


I would like to receive the regular Europaeum bulletin informing me about their activities and those in their member institutions.


I would like to unsubscribe from receiving the Europaeum bulletin


4 + 0 = ?

Sign up for our regular bulletins in the form to the left
We will never use your email address for anything else, nor will we pass it on to others

Europaeum Privacy Policy

24 May 2018

WHO WE ARE

We (or ‘us’) means

The Europaeum
registered address: 99 Banbury Road, Oxford OX2 6JX
registered charity (number 1105477)
limited company (number 04639157)
main contact email: euroinfo@europaeum.ox.ac.uk
europaeum.org

Senior Information Rights Owner: Dr Hartmut Mayer (Acting Director)
Data Protection Controller: Susanne Heinrich (Administrator)

We are committed to protecting your personal information and privacy. This Privacy Policy describes exactly how we collect and use your personal information.

We may update this Privacy Policy from time to time so please check back periodically. We will notify you of significant changes by placing a notice on our website.

By contacting us, using our services or visiting our website you’re agreeing to be bound by this Policy.

If you have any queries about this Privacy Policy, please contact us at euroinfo@europaeum.ox.ac.uk

YOUR PRIVACY

Everyone has rights with regard to the way in which their personal data in handled. During our activities, we will collect, store and process personal data about our academic contacts, suppliers and other third parties, and we recognise that the correct and lawful treatment of this data will maintain confidence in the organisation and will provide for successful business operations.

Your personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act and equivalent EU regulations.

This policy and any other documents referred to in it, sets out the basis on which we will process any personal data we collect from you or that is provided to us by yourself or other sources. This policy sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data.

HOW DO WE COLLECT PERSONAL INFORMATION?

We collect personal information about you when you

  • interact with us for example when you email us
  • make a donation to an appeal or campaign managed by Charities Trust.
  • subscribe to receiving our regular emailed bulletin (your email address is held in a WordPress database)
  • apply for a Europaeum event, course or programme, or express an interest to do so
  • are an agreed contact person at one of our member universities

WHAT PERSONAL INFORMATION DO WE COLLECT?

Personal information we collect about you may include

  • contact information (including your name, postal address, email address, phone numbers, date of birth
  • academic affiliation, research interest
  • NI number or payroll number (in case you are working for us)
  • information provided by you as part of your application for an event, workshop, course or programme (including academic achievements, references..)
  • visa information where applicable
  • very occasionally passport information if you are signing up for an event that requires this information (for example the European Parliament)
  • academic marks and progress
  • we do not collect “sensitive personal data” about you.

We may also collect information about how our website is used and track which pages users visit. We use this information to monitor and improve our website. Where possible we use anonymous or aggregated data that does not identify individuals. See further information about cookies below.

HOW DO WE USE PERSONAL INFORMATION?

We use the personal information collected from you for these purposes:

  • contacting you about academic and official Europaeum business (no marketing)
  • administration of applications
  • to enable your donation(s) to reach your chosen charity/charities;
  • to inform your employer of your decision to donate and to enable them to deduct the donation from your pay

We will only use your information to enable your donation to reach your chosen charity or charities so you may be contacted in the event of a specific query needed to resolve any issue with the processing of your donation.

LAWFUL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION

Under Article 6 of the General Data Protection Regulations (GDPR) our lawful basis for processing and holding personal information is ‘legitimate interest’ as it is necessary for Charities Trust to use this information in order to provide you with our services.

FAIR PROCESSING NOTICE

Our Fair Processing Notice covers the kind of information we use, what we use your personal data for, how we process and protect your information. The details are laid out in this document (above).

CHARITIES TRUST’S REGISTRATION AS A DATA CONTROLLER

Charities Trust is registered as a Data Controller with the Information Commissioner’s Office (ICO).

DO WE PROVIDE INFORMATION TO OTHER PARTIES?

We will never sell your data to any third party nor will we share your details with other entities for marketing purposes.

We will only share information with other organisations where we have your permission to do so in accordance with this Privacy Policy or where it is necessary for a legitimate reason connected with the services we offer, or where it is required by law or regulation.

If you have opted to share your contact details with your chosen charities we will pass these on through our statements service.

The charity is only permitted to contact you if you give them specific consent. They might send you updates about news, events and fundraising activities.
Sometimes, we may need to share your information with a small number of trusted partners (service providers, agents and affiliated companies) but only for the purposes outlined above (e.g. a supplier that processes donor forms or a supplier that processes payments securely). Where we use third parties, we require them to adhere to appropriate controls to protect personal information.

YOUR CHOICES

You can opt in or opt out of us keeping your contact data by completing our online form above.

GIFT AID

Some donations you make through Charities Trust’s products and services will be eligible for Gift Aid

Once we have received these funds from HMRC we will either pass this to the charities or, where applicable, will add this to your My Giving Account balance.

For Charities Trust to claim Gift Aid on your donation, you must currently pay Income Tax equal to or more than the amount of tax which will be reclaimed on your donation. The payment of other taxes such as Council Tax and VAT does not qualify.

As part of this process Charities Trust is required to submit your details including your address to HMRC, and in asking us to make a Gift Aid claim you are giving us permission to use your personal details in this way.

DATA SECURITY

All our employees and the employees of any subcontractors who process data on our behalf are obliged to comply with our strict information security procedures.

Your personal data is held in a password-protected directory within our organisation. We do not transfer your data anywhere else.

COOKIES

We do not have cookies on our website.

HOW YOU CAN UPDATE YOUR INFORMATION

The accuracy of your information is important to us. If you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: euroinfo@europaeum.ox.ac.uk.

SUBJECT ACCESS REQUESTS

You have the right to request a copy of the information we hold about you; we reserve the right to charge a small fee (no more than £10) for information requests in order for us to cover our costs in providing you with details of the information we hold about you especially where the request is deemed to be excessive, repetitive or unfounded.

In order to able to assist with your request, we need you to confirm your identity and what data you require. Please send your request to euroinfo@europaeum.ox.ac.uk or our office address (see above). Access requests need to be made in writing.

COMPLAINTS

In the first instance, you should contact our office with any complaint. If you remain unsatisfied with our response and feel you need to take the matter further, you can contact the Charities Trust using the standard complaints procedure.

If you remain unhappy with our use of your personal data, you have the right to complain to the Information Commissioner’s Office. We would encourage you to contact us in the first instance so we can attempt to resolve any concerns.

Any questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to Susanne Heinrich (Data Protection Controller) at euroinfo@europaeum.ox.ac.uk