Alumni Privacy Policy

The Royal Central School of Speech and Drama (“Central”) promises to respect any personal data you share with us, or that Central gets from other public records, and keep it safe.

We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect. Our alumni communications usually covers general information about our latest industry achievements, campaigns and events, as well as more specific information for a specific subject or year group. You can opt-out of receiving such communications at any time. To do so, please contact us on +44 (0) 20 7722 8183 or alumni@cssd.ac.uk

Where we collect your information

We collect information in the following ways:

  • When you leave a course of study at Central

After you complete or leave your course of study, your information will be transferred to Salesforce (“the main school database”) from the Student Records system. At that point, Salesforce becomes the primary record of your ongoing relationship with Central, unless and until you commence another course of study or work at Central. 

  • When you give it to us directly

You may give us your information in order to sign up for one of our events, make a donation, request a copy of a transcript or communicate with us.  Your information will be uploaded to Salesforce. 

  • When you give it to us indirectly

Your information may be shared with us by independent event organisers, for example the fundraising sites like BTDonate or Everyday Hero. These independent third parties will only share your data with us when you have indicated that you wish to be contacted by Central. You should check their Privacy Policy when you provide your information to understand fully how they will process your data.

  • When you give permission to other organisations to share or it is available publicly

We may combine information you provide to us with information available from external sources.  This  enables us to contact you in the event that you change your address or phone number, or didn’t provide it to us.  We may also use this information to gain a better understanding of our supporters to improve our fundraising methods, events, and alumni benefits and services.

The information we get from other organisations may depend on your privacy settings or the responses you give them, so you should regularly check them.  This information comes from the following sources:

  • Third party organisations

You may have provided permission for a company or other organisation to share your data with Central specifically or with ‘other organisations’ more generally.  This could be when you buy a product or service (e.g. post redirection service) or sign up with a networking site (e.g. LinkedIn).

  • Social Media

Depending on your settings or the privacy policies for social media and messaging services like Facebook or Twitter, you might give us permission to access information from those accounts or services.

  • Information available publicly

This may include information found in places such as Companies House and other business-related resources, the World Wide Web or published in articles/newspapers.

What personal data we hold

The personal data we can currently store and process may include:

  • Biographical information
  • Contact details
  • Course studied and year of graduation
  • Any previous names or stage names
  • Work contact information
  • Gender
  • Disability
  • Date of birth
  • Relationships to other alumni, donors and friends
  • Donor status
  • Records of communications, meetings and marketing activities by Central
  • Details of volunteering by you on behalf of Central and its students (e.g. placement provision)
  • Membership of other professional networking programmes linked to Central (e.g. ICV)
  • Teaching history
  • Registration and attendance at events
  • Donation details if you express an interest in or make a donation to Central. (If you make a donation to Central, you have the option of deciding whether your name can be used on donor lists or other stewardship materials).

How we keep your data safe

We ensure that there are appropriate technical controls in place to protect your personal details.  For example, 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 appropriate staff, volunteers and contractors.

Occasionally, we use external companies to collect or process personal data on our behalf. We do comprehensive checks on these companies before we work with them, and put a contract in place that sets out our expectations and requirements, especially regarding how they manage the personal data they have collect or have access to.

Personal data is shared with third party organisations in a limited number of instances. The University is required to disclose some personal data of graduates to the Higher Education Statistics Agency (HESA) for the purpose of a survey of new graduates.

On rare occasions we may need to use a supplier who runs their operations outside the European Economic Area (EEA). Although they may not be subject to the same data protection laws as companies based in the UK, we will only transfer personal data to organisations which are in countries that have the same level of protection as UK data protection law. By submitting your personal information to us you agree to this transfer, storing or processing at a location outside the EEA.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors.

We will only ever share your data in other circumstances if we have your explicit and informed consent.

We never sell your data to third party organisations.

Keeping your information up to date

We really appreciate it if you let us know if your contact details change.

If we find that we don’t have your up-to-date details and we need to contact you, we may use publicly available sources to keep your records up-to-date; (e.g. the UK Post Office’s National Change of Address database and information provided to us by other organisations as described above).

How long personal data is held

We consider our relationship with alumni and other stakeholders to be life-long.

This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance, Central will delete the majority of your personal data it holds.  We will retain permanently the basic personal data contained within your educational record (e.g. name, previous name [if applicable], name of programme(s) studied, outcome(s) and year(s) completed) and records of donations made (if applicable).

Your right to ask us to stop using your data

You have a right to ask us to stop processing your personal data.

If you do so, we will delete the majority of your personal data we hold if it’s not necessary for the purpose for which you provided it to us. We will retain permanently the basic personal data contained within your educational record (name, previous name [if applicable], name of programme(s) studied, outcome(s) and year(s) completed) and records of donations made (if applicable).

You have the right to ask us to communicate with you only by email, by telephone, by post.  You also have the right to outline what you like us to communicate with you about: Central news, Central events; Central’s fundraising activity.  This preference will be recorded on our database and will affect how we communicate with you.

Please contact us on +44 (0) 20 7722 8183 or alumni@cssd.ac.uk if you have any concerns.

Changes to the Policy

We may change this Privacy Policy from time to time.  

If we make any significant changes in the way we treat your personal information we will make this clear on the Central website or by contacting you directly.

This policy was last updated in Autumn 2017.

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