Privacy Statement
The Cambridge Commonwealth, European & International Trust (the ‘Trust’) is committed to protecting your personal information and using it in accordance with our professional responsibilities. This statement is designed to let you know how your personal information is used, stored and monitored by the Trust.
What is ‘personal information’?
‘Personal information’ means any information which relates to you or identifies you as an individual.
Who will process my personal information?
The information published here applies to the use, storage, sharing and disclosure of your personal information by the Trust.
What personal information will be collected and processed?
We may use and hold information relating to you from a number of sources. A significant proportion of the information we hold is that which you provide directly to us when you correspond with us (by telephone, mail, e-mail or otherwise). This personal information will include information such as your name, address, date of birth, contact details, nationality, job title and details of your education and career. For the privacy statement relating directly to scholars and alumni, please see the Privacy Statement section on the Guidelines for Scholars web page.
This information is collected, for example, when you:
- support our work as a funding partner or an individual donor;
- communicate with us as a potential donor;
- attend an event;
- submit an enquiry or complaint; or
- use our services.
We also record, where applicable, based on information you provide to us and, in some cases, publicly available information including:
- relevant financial information relating to you;
- your history of donations made to the Trust;
- why you are interested in the Trust and other information relating to you; and
- your philanthropy and other giving, including donations to the University of Cambridge and Colleges and other support that you provide.
With respect to donations, before seeking or accepting major donations we are required to conduct due diligence, including reviewing publicly available personal data relating to the donor.
We may also obtain information indirectly when you visit our web site, for example the pages you visit and how you navigate the site. Please read our Cookies Policy for information on this.
Your personal information is created, stored and transmitted securely in a variety of hard copy and electronic formats.
What is the purpose and legal basis of the processing?
The Trust will process your personal information for a range of purposes, including the following:
- to communicate effectively;
- to administer and facilitate the financial aspects of your relationship with us;
- to enable your participation at various events;
- to comply with legal, regulatory and taxation obligations;
- to respond to a request or complaint;
- to compile statistics and conduct surveys and research for internal and statutory reporting purposes;
- to promote the work of the Trust.
We consider that the processing of your personal information for these purposes is either necessary for the performance of our contractual obligations with you, necessary for compliance with a legal obligation, or necessary for the pursuit of the legitimate interests of the Trust or an external organisation (e.g. to enable your access to external services). If we require your consent for any specific use of your personal information, we will request it at the appropriate time and you may withdraw such consent at any time.
With whom will my personal information be shared?
We will only use your personal information for the purposes for which it was obtained as outlined in this policy. Your personal information (which may include images of you) is shared initially with relevant staff at the Trust as required. In addition, it is shared as permitted or required by law, on a considered and confidential basis, with a range of external organisations, including the following:
- funding partners and donors;
- Trust auditors;
- the University of Cambridge and the Cambridge Colleges. Please note that the University and each of the Colleges are separate legal entities for these purposes;
- on occasion and where necessary, subsidiary companies of the University;
- statutory and regulatory bodies as required by law;
- companies or organisations providing specific services to, or on behalf of, the Trust.
On occasion, the sharing as outlined above, may involve the transfer of your personal information outside the UK. Such transfers are usually necessary in order to meet our contractual obligations with you, and are carried out with appropriate safeguards in place. We will take all steps reasonably necessary to ensure your information is treated confidentially and securely in accordance with this privacy policy.
Other than as set out above, we will not normally publish or disclose any personal information about you to other external enquirers or organisations unless you have requested it or consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation).
How is my personal information used in publicity and promotions?
We publish details of all our funding partners and donors on our web site.
The Trust hosts events throughout the year to which you may be invited. Photographers are often present at these events. Images (of groups and individuals) taken at these events may be published on our web site and in other publicity material, and may be shared with the University of Cambridge. When you are invited to attend these events you may opt out of any photography. If at any time you do not wish your image to be used for publicity purposes please do inform us via the contact details below.
How can I access my personal information?
You have the right to access the personal information that is held about you by the Trust. This is called a subject access request. Please contact Breeda O’Leary for information and to obtain the appropriate form.
You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways (e.g. by statutory obligations).
If you wish to exercise any of these rights in relation to your personal information please use the contact details below.
How do we protect your information?
We use various safeguards to ensure that your personal information is secure. Our IT systems are managed by the University of Cambridge and networks are appropriately protected and monitored.
Access to information is limited to a need-to-know basis and staff are trained to ensure that information is only used in accordance with established guidelines.
How long is my information kept?
Any information which is required to be deleted/destroyed under retention of records regulations will be deleted/destroyed in accordance with the Trust’s Data Retention Policy. While you are a current scholar we are required to store and process your personal information for the tenure of your award and for six years after completion of the award.
We will retain certain core information indefinitely in support of your relationship wtih the Trust and for statistical and historical research purposes. If you request to be removed from our database we will do this although we will retain some basic data about you and to ensure we do not accidentally contact you in the future.
Whom can I contact?
If you have any questions about how your personal information is used, or wish to exercise any of your statutory rights, please contact Breeda O’Leary, Head of Finance and Administration.
How do I complain?
If you are not happy 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.
Are changes made to this statement?
This statement was last updated in June 2024. It is reviewed when necessary and at least annually. We encourage you to review this statement periodically to remain informed about how we are using and protecting your personal data.
The Trust’s contact details are:
Cambridge Commonwealth, European & International Trust
Student Services Centre
Bene't Street, New Museum Site
Cambridge
CB2 3PT
United Kingdom
Email: cambridge.trust@admin.cam.ac.uk
Tel: 44 1223 338498