Fitzwilliam MCR Data Protection Statement
How we use your personal information
General Data Protection Regulation link:
This statement explains how the Fitzwilliam College MCR handles and uses data it collects about its members (including Associate members) for processes relating to the operation and activities of the society.
When changes are made to this statement, we will publish the updated version to our website.
The controller for your personal information is the Fitzwilliam College MCR. The person responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the MCR Secretary (email@example.com)
The normal legal basis for processing your personal information is that we believe it is in our legitimate interests to do so, in order for the society to run effectively and efficiently. Where we process your personal information outside of the purposes listed in this statement, we will seek your explicit consent to do so in advance. You may ask us for further information on these matters at any time if you have specific concerns.
In the case of social media groups the legal basis for processing your personal information is your consent, which you gave at the point you joined the relevant group. We will assume that if your resign your membership of the group, you withdraw your consent for us to process your personal information and, in those circumstances, any data processing we continue to do will be because it is in our legitimate interest to do so (e.g. retaining historical records of membership and its activities. You may ask us for further information on these matters at any time if you have specific concerns.
Why is this information being collected?
We collect and process your personal information, as specified below, for a number of purposes, including:
Informing you of all the events in College relevant to members of Fitzwilliam MCR which are advertised over Facebook
Giving you the right to participate in the election process of graduate student representatives of Fitzwilliam College
Maintaining your personal details (i.e. your name, photograph, relevant College identifiers and preferred contact details), if you’re an Associate member
Maintaining financial records (i.e. payment of membership fees and other payments to the society) if you’re an Associate member
To organise the Graduate Housing Ballot with the goal of maximising the number of graduate students who get their preferred room choice
If you have concerns or queries about any of these purposes, please contact us (firstname.lastname@example.org).
What personal data does the MCR have access to?
List of all current MCR members when the voting for the MCR elections opens and everything attached to your email address which can be found in the University Lookup Service search (https://www.cam.ac.uk/email-and-phone-search)
Friends-only information on your Facebook profile if you befriend a user called Fitzwilliam MCR
If you are an Associate MCR member, the MCR also has access to your MCR Associate Membership Form (http://mcr.fitz.cam.ac.uk/support/associate-membership/)
Your Fitzwilliam College address, if you live in Fitzwilliam owned accommodation
Who will have access to this information?
MCR Committee members running the elections can see your individual email after the list of all the eligible voters is collected (MCR President in Michaelmas, MCR Vice President in Lent)
MCR Technical Officer and MCR Social Secretaries have access to your friends-only information on Facebook if you decide to befriend Fitzwilliam MCR
If you are an Associate MCR Member, MCR President and MCR Treasurer have access to your application form, while College Graduate Officer (email@example.com) keeps a copy of the application form .
If you live in Fitzwilliam owned accommodation, the Welfare and Accommodation Officer(s) will have access to your Fitzwilliam College address
How we share your personal data
- Personal data is not normally shared outside of the society and its members. We share some of your personal information with the College, only where there is a specific need to, including the provision of services and facilities to you as part of your membership.
We may also be subject to a legal requirement (with or without your consent) to share your personal information with the College or a government agency (such as the police or security services or other statutory authorities with investigatory powers ) under special circumstances (e.g. relating to tax, crime or health and safety). Where possible, we will notify you of our intention to share such information in advance.
You have the right: to ask us for access to, rectification or erasure of your personal information; to restrict processing (pending correction or deletion); to object to communications; and to ask for the transfer of your personal information electronically to a third party (data portability).
Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
If you have questions or concerns about your personal information, or how it used, please speak with the MCR Secretary (firstname.lastname@example.org).
If you remain unhappy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).
Last updated: 08/09/2019