Keuka College Data Privacy Policy (For those covered by GDPR legislation)

Keuka College takes data privacy seriously. In compliance with GDPR, the following policies apply to those covered by the legislation.

Your rights (Applicable to any information not necessary to core data required for our obligation of service to you)

  • to obtain access to, and copies of, the personal data that we hold about you;
  • to require that we cease processing your personal data if the processing is causing you damage or distress;
  • to require us not to send you marketing communications;
  • to require us to correct the personal data we hold about you if it is incorrect;
  • to require us to erase your personal data;
  • to require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
  • to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
  • to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights;
  • please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply

If you have any questions pertaining to our policy, wish to exercise any of these rights, or have given your consent and you wish to withdraw it, please contact our Data Compliancy Office at [email protected]. Please note that where our processing of your personal data relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.

 

Prospective & Current Students

How we collect your information
We may collect your personal data in a number of ways, for example:

  • from the information you provide to us when you interact with us before enrolling, for example when you express your interest in studying at Keuka College;
  • when you apply to Keuka College and complete enrollment forms via our application system and when you complete other admissions processes and procedures;
  • when you communicate with us by telephone, email, or website; for example in order to make inquiries or raise concerns;
  • in various other ways as you interact with us during your time as a student of Keuka College, for the various purposes set out below;
  • from third parties, for example from your previous or current school.

The types of information we collect
We may collect the following types of personal data about you:

  • your name, and contact information such as address, email address, and telephone number, as well as your date of birth, social security number (or other tax identification number) and your visa number, country of domicile, and your nationality. We will also allocate you a unique student number;
  • information relating to your education and employment history, the school(s) and other colleges or universities you have attended and places where you have worked, the courses you have completed, dates of study and examination results. We will also keep records relating to assessments of your work, details of examinations taken, your predicted and actual examination grades, and other information in your student record;
  • information about your family or personal circumstances, and both academic and extracurricular interests, for example where this is relevant to the assessment of your living arrangements;
  • sensitive personal data and information about criminal convictions and offenses, including:
    • information concerning your health and medical conditions (e.g. disability and dietary needs);
    • certain criminal convictions; and
    • information about your racial or ethnic origin.

How we use this information
The purposes for which we may use personal data (including sensitive personal data) we collect during a student's association with us include:

  • recruitment and admissions;
  • academic matters, including:
    • the provision of our core teaching, learning, and research services (e.g. registration, assessment, attendance, managing progress, academic misconduct investigations, certification, graduation);
    • maintaining student records;
    • assessing your eligibility for grants and scholarships, etc.
  • providing library, IT and information services;
  • non-academic matters in support of our core services, including:
    • monitoring equal opportunities;
    • safeguarding and promoting the welfare of students;
    • ensuring students' safety and security;
    • managing student accommodation;
    • managing the use of social media;
    • managing car parking on campus;
  • administering finance (e.g. fees, scholarships, and grants);
  • other administrative purposes, including:
    • carrying out research and statistical analysis;
    • carrying out audits (e.g. to ensure compliance with our regulatory and legal obligations);
    • providing operational information (e.g. providing IT support, information about building closures or access restrictions on campus, or safety advice);
    • promoting our services (e.g. providing information about summer schools, student exchanges, or other events happening on and off campus);
    • preventing and detecting crime;
    • dealing with grievances and disciplinary actions;
    • dealing with complaints and inquiries.

How long your information is kept

Subject to any other notices that we may provide to you, we may retain your personal data for a period of seven years after your association with us has come to an end. However, some information may be retained indefinitely by us in order to maintain your academic record for archiving purposes (or by Advancement & Alumni Relations for the purposes of supporting your lifelong relationship with Keuka College).

 

 

Alumni & External Community

How we collect your information
We may collect your personal data in a number of ways, for example:

  • from the information you provide to us when you interact with us, for example when you register with the alumni association, contact us by email, telephone, mail, social media, or in person, register for an event, make an enquiry, respond to a questionnaire, make a donation, or volunteer with tThe College;
  • if you are a former student of Keuka College, we will usually hold a record of your previous contact details and the academic studies you completed with us. These will be obtained from your student record and a copy transferred to the alumni database. We may ask you to confirm these details when you get in touch with us to help us identify your record or to assist you with your inquiry;
  • we may obtain personal data about you from third parties. You may have given other organizations permission to share your personal data. When appropriate we may combine third party data with data we already hold about you to update, add to, or improve your contact details;
  • we may hold information from the public domain, such as information about you from company websites, social media, national change of address service, public honors and rich lists, and press sources.

The types of information we collect
We may collect the following types of personal data about you:

  • name, title, date of birth, and gender;
  • contact details including mailing address, email, phone numbers, and links to social media accounts;
  • your occupation and professional activities;
  • your recreations and interests;
  • records of communications from us to you, and vice-versa;
  • media articles that provide information about your background and achievements;
  • information on your engagement with Keuka College, including attendance at events, volunteering, responses to surveys or focus groups, records of meetings, engagement with communications (e.g. newsletters);
  • a summary of your academic record, including, student identification number, graduation date, and subject studied;
  • family and spouse / partner details, and your relationship to other alumni, current or prospective students, staff and supporters;
  • additional details about your time at Keuka College and your achievements since graduation;
  • If you owe Keuka College money, this may be recorded on your alumni record and you may not be able to access alumni services until the debt is settled.

Additional information we may collect in addition to the above, if for example, you make a donation or register for an event includes:

  • event attendance record;
  • event payment details;
  • a history of donations made to the College (we do not keep bank or credit card details);
  • information about your wealth where appropriate;
  • information about your health, for example if you have any food allergies or special access requirements for a specific event.

How we use this information
The purposes for which we may use personal data (including sensitive personal data) we collect during association with us include:

  • sending you publications from the College by mail or email;
  • sending newsletters with College news, events, and alumni profiles;
  • telling you about College events, alumni events and reunions and sending your invitations
  • giving you information about opportunities that we think may be of interest to you including job vacancies, mentoring, auditions, volunteering, and competitions;
  • contacting you about opportunities to give donations to support our work and or other fundraising opportunities and programs;
  • we may analyze, segment and profile personal data to help us identify individuals who may be able and willing to support Keuka College financially. This may include wealth screening. This will help us to use our resources effectively and personalize the services and communications we send to you about our fundraising activities;
  • sending you communications from your school or faculty;
  • giving you information about further study opportunities, including the availability of postgraduate fee discounts and scholarships;
  • communications to meet statutory requirements such as the Graduate Outcomes Survey;
  • for administration purposes to maintain a secure database of your details, including updating any preference changes received from you;
  • to undertake analytics, analysis and research so that we may improve the services offered by Keuka College;
  • using information in aggregate (so that no individuals can be identified) for strategic development;
  • we may use records of your interactions with Keuka College to help us to personalize our service to you and direct resources appropriately;
  • we track email communications including views, opens, and clicks to help us improve our email communications and identify individuals engaging with our communications. We may add this data to your individual record and use it to personalize the communications we send to you.

How long your information is kept

We will hold your personal information within a secure dedicated database for as long as is necessary to provide alumni and development services to you. Where you have indicated you no longer wish to receive any services your information will be retained and securely and permanently destroyed in accordance with the Keuka College retention and destruction policy.

 

 

Faculty, Staff, and Contract Employees

How we collect your information
We may collect your personal data in a number of ways, for example:

  • from the information you provide to us when you interact with us, for example when you apply online, contact us by email, telephone, mail, social media, or in person;
  • forms submitted throughout employment for change in information, for example when you change your tax status, benefits choices, or particular request regarding your employment;
  • through background checks issued for employment at the Institution.

The types of information we collect
We may collect the following types of personal data about you:

  • Personal details such as name, date of birth, contact and next-of-kin details, and Social Security number;
  • visa details;
  • bank account details;
  • salary and grade details;
  • records concerning appraisal and training;
  • time off details;
  • proceedings relating to promotions;
  • contracts or terms and conditions, of employment;
  • records of grievances;
  • investigations into breaches of terms and conditions of employment;
  • records of disciplinary proceedings ;
  • health and safety records (including accident reports);
  • in some departments, workload, work allocation and financial information is maintained;
  • where appropriate, audio and/or video recording data of staff giving lectures, presentations, and workshops. 

How we use this information
The purposes for which we may use personal data (including sensitive personal data) we collect during association with us include:

  • pay your salary into your bank account;
  • review employee performance;
  • assess suitability for promotion;
  • monitor absence and sickness records in accordance with HR policy;
  • enable employees to undertake their roles in teaching, research and administration; 
  • publish the print and online employee directories of basic contact details (publicly available).

How long your information is kept

We will hold your personal information within a secure dedicated database for as long as is necessary to provide employment services to you. Where you have indicated you no longer wish to receive any services your information will be retained and securely and permanently destroyed in accordance with the Keuka College retention and destruction policy.

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