How the association handles personal data

Who we are

The U-Maths Alumni Association is an unincorporated association run by volunteers. For the purposes of UK data protection law it is the controller of the personal data described here. You can reach it through the contact page.

This website

This site sets no cookies and runs no scripts. It is served through Cloudflare, which processes the IP address of every request in order to deliver the page and to protect the site from abuse; Cloudflare is a processor acting on the association's instructions. The association keeps no visitor logs of its own.

Public profiles

A profile appears on this site only when the person it describes has asked for it, in writing, and only in the words they wrote. The lawful basis is their consent, which they can withdraw at any time by asking for the profile to be removed; it is taken down the same day. The association never publishes contact details on a profile.

The member site

When you ask to join, the association holds the details you give it: your name, which school you attended and when, your email address, and anything you choose to add to your profile. The lawful basis for holding these is the membership you have asked for (contract) and, for anything optional such as the newsletter or being visible to other members, your consent. Sign-in uses a session cookie, which is strictly necessary for the site to work and holds nothing but a signed session identifier.

Other members see what you have chosen to show them and nothing else. The dashboards show the alumni body in aggregate; any group small enough to identify a person is not shown at all.

The alumni record

Behind the association is a record of the schools' alumni, assembled from what the schools and alumni have already published: the schools' own alumni stories and news, and professional profiles that people have chosen to make public. The association uses it to check membership requests, to understand the shape of the alumni body, and to invite people to join. The lawful basis is the association's legitimate interest in organising the alumni body, balanced against the fact that everything held is already public and that nobody is contacted until they have asked to be.

The record holds nothing bought from a data broker or a people-search service, and nothing about anyone who is, or appears to be, under eighteen. Where information about a person came from somewhere other than the person, the association tells them what it holds and where it came from when it first makes contact, which it does only on the person's own initiative.

How long

Membership data is kept while you are a member and deleted within a month of your leaving. Details in the alumni record are reviewed every two years and removed when they are no longer accurate or no longer serve the purpose above. A request for erasure is honoured in full, and a note that you asked is the only thing kept, so that nothing about you is re-created by a later import.

Your rights

You can ask what the association holds about you, have it corrected, have it deleted, object to its being held, and take a copy away. Members can do all of this from their account on the member site; anyone can do it through the contact page. You can also complain to the Information Commissioner's Office at ico.org.uk.

Changes

This notice will change as the association grows, and especially when it incorporates. The version at the top of the page says which one you are reading; members are told when it changes.