Privacy

Tiffin Girls' School maintains a database of alumnae/ friends/ supporters/ former parents and former staff in order to stay in touch with our community and keep you updated about news, events, careers initiatives and fundraising activities. 

Some of our database choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information or “data”, about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it.

If you have any questions about this Policy or concerning your personal information, please contact the Data Protection Officer (DPO) Emma Kilburn, Senior Deputy Headteacher. The DPO can be contacted at dataprotection@tiffingirls.org.

For the purposes of current and future legislation covering data protection in United Kingdom, the Data Controller is The Tiffin Girls' School.

What type of personal information we collect

The information we have about you depends on where we collect it, but may include:

• First name
• Last name
• Email 
• Address
• Photographs
• Date of birth
• Family relationships
• Years at The Tiffin Girls' School
• Higher education and work details
• Participation in our events, emails, competitions, surveys and other activities 
• Details of your interests and hobbies to help us create events and communications which appeal to you e.g. which sports team you were part of as a student
• Donations and contributions made to The Tiffin Girls' School since leaving such as your time, expertise or money
• Records associated with Gift Aid claims on donations
• Log-ins and activity on the website
• A record of payments made via the website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, shop purchases or online donations
• Consent options and communication preferences
• Content (such as announcements, stories, photos, documents, comments, events, jobs) that you post on this website or provide to us by other means
• Messages that you send to other community members via the direct messaging system when logged in to this website

Where we collect information from

We collect personal information when you:

• visit this website
• create or update your online profile
• post content on to this website or other websites and social media sites managed by The Tiffin Girls' School
• take part in an event
• attend a meeting with us and provide us with information
• contact us in any way including online, email, phone, SMS, social media or post
• open an email sent from this website
• send a message via the direct messaging system on this website
• leave The Tiffin Girls' School and we transfer some basic details about you from the School's student information management system, SIMS in to our alumnae database
• leave the school and provide information regarding your university destinations

How we use your information

We will use your personal information in a number of ways, always with a legal basis for processing your data. These may include:

• providing you with the information or updates that you have asked for
• sending you communications (with your consent if required) that may be of interest, including invites to events, newsletters and fundraising campaigns
• delivering our obligations under any contract between us
• seeking your views on the services or activities we carry out, so that we can make improvements
• updating our database records and ensuring we know how you prefer to be contacted
• analysing your engagement with our website and other content to help us improve our services for you
• running our mentoring programme/ club activities/ reunion events/ 

Our legal basis for processing your information

The School’s lawful basis for processing your personal data for the purposes listed above is in accordance with the legitimate interests basis – where there is a minimal privacy impact and the School has a compelling reason, including

• • maintaining relationships with alumnae and the school community
  • maximising opportunities for students past and present to benefit from the expertise of our school community
  • enabling former students to keep in touch with their school friends and teachers, socialise and network professionally
  • publicising and promoting the school in effective ways utilising all appropriate communications channels, using photographs, videos and images in our publicity and on our social media platforms and website
  • Raising funds to benefit school life and improve the school infrastructure
  • Confirming the identity of prospective donors and their background and donor due diligence
  • Promoting the objects and interests of the School. This includes fundraising and using photographs of you at our School events in promotional material
  • Protecting the School's reputation

Some special categories of personal data, such as information about health or medical conditions, are processed to comply with health and safety obligations.

Updating your consent preferences

If you have an online profile on this website you can update your consent options by logging-in and clicking on “My Settings” in your profile.  Scroll down to find your ‘Consent options’ where you will see a list of consents and the options “opt-in”, “opt-out” and “unspecified”. 

Via ‘My Settings’ you can also choose to hide your profile from Google, limit access to your profile so that it’s only viewable to your connections and adjust some of the automatic notifications that you receive from this website.  Please note that your name (but not full profile) may appear in various places around the community website, such as a ‘Recent Joiners’ box and in ‘Search’ results irrespective of the privacy settings you have selected.  

If we are using consent as our legal basis for processing your data, we must have an explicit “opt-in” from you for this specific type of processing. 

If we are using legitimate interests as our legal basis for processing your data, we will process your data responsibly in a way that you would reasonably expect, and you can opt-out at any stage.

If you click ‘unsubscribe’ at the bottom of one of our emails sent you will be automatically opted-out of these types of email communications in the future.

If you want to contact us about your consent preferences please contact the Development Manager, Naia Edwards, by telephone - 0208 546 0773, ext: 302 or by email at alumnae@tiffingirls.org

How we keep your information safe

We understand the importance of keeping your personal information secure and take appropriate steps to safeguard it.

Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website provider, ToucanTech.  Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols.

We always ensure only authorised persons have access to your information, which means only our approved employees and contractors, and that everyone who has access is appropriately trained in data management.   

If you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone.

No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.

Who has access to your information?

Where the School engages third parties to process personal data on its behalf, they do so based on written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. For example, we ensure encrypted devices, passwords, virus protection and appropriate firewalls are utilised.We do not share information about you with any third party without your consent unless the law and our policies allow us to do so.

Keeping your information up to date

Please would you let us know if your contact details change. Online members can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile.  You can also update your details by contacting us at alumnae@tiffingirls.org.

Use of aggregated data

Where data can be aggregated and anonymised, our website provider (ToucanTech) might use this for research purposes without restriction. For example, they may monitor traffic patterns, site usage, response rates and data trends to help make improvement to the website software. They are entitled to do this because the resulting data will not personal identify you and will therefore no longer constitute personal data for the purposes of data protection laws.

How long we keep your information for

We will keep personal information about you in line with how long it is necessary to keep for a legitimate reason.

In exceptional circumstances, we may keep your information for a longer time than usual but we would only do so if we had a good reason and only if we are allowed to do so under data protection law.

If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request. If you ask us to remove your personal data from our database we will delete all the information we hold out apart from your name and the dates that you attended The Tiffin Girls' School and archive your record in our database.

Your rights

You have the right to request details of how we use your personal information through making a subject access request.  Such requests have to be made in writing by contacting the Data Protection Office, dataprotection@tiffingirls.org

You also have the following rights:

• to request rectification of information that is inaccurate or out of date;
• to erasure of your information (the “right to be forgotten”);
• to restrict the way in which we are dealing with and using your information; 
• to request that your information be provided to you in a format that is secure and suitable for re-use (the “right to portability”);
• in relation to automated decision making and profiling.

All of these rights are subject to certain safeguards and limits or exemptions.  To exercise any of these rights, you should contact the DPO at the above address.

If an individual believes that The Tiffin Girls' School has not complied with this policy or acted otherwise than in accordance with Data Protection Laws, please contact The Tiffin Girls' School immediately.

If you feel your complaint has not been addressed satisfactorily, you can also make a referral to or lodge a complaint with the Information Commissioner’s Office (ICO): https://ico.org.uk.

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This Policy was last updated in April 2024