Data Protection Statement for Alumni
Summary
This privacy notice explains how Dorset Council use personal data for the purpose of developing and maintaining our alumni of former workers. Our alumni is open to anyone who has worked at Dorset Council and left. Broadly speaking, we use your personal data to keep in touch after you have left the council, to keep you informed about our activities and developments and to identify ways in which we can continue to knowledge share.
If we change how we use personal data for the purposes of the alumni, then an updated version of this notice will be published on our website and made available to you.
Personal data held by the Dorset Council
We may hold information relating to you which derives from a number of different sources. The majority of the information we hold on alumni is information which you provide to us (for example, you may give us information by filling in forms, or by contacting us by telephone, email or otherwise). Some of your personal data is transferred from your employment record to the Alumni.
Most records contain:
- details of your employment (for example your dates of employment, Local Government service and posts that you have held in your time with Dorset Council and or sovereign authorities prior to Local Government Reorganisation in 2019)
- unique personal identifiers and biographical information (for example personnel number, date of birth)
- your contact details (we will update these whenever you let us know that they have changed)
- any activity that you have undertaken as part of the alumni such as mentoring, training, key note speaker, volunteering
- your communication preferences, to help us provide relevant communications
Dorset Council may use profiling and screening techniques to help identify an individual’s potential to support the Council, to provide you with an improved experience, to send you communications that are relevant and timely, to identify volunteering or support opportunities that may be of interest to you, and to avoid approaching you with opportunities that will not be of interest.
In doing so, we may augment the data provided by you, with other data Dorset Council already hold.
Dorset Council does not collect or hold sensitive personal information (such as ethnicity, religious beliefs, political opinions, trade union membership, genetic data, biometric data, or data concerning health or sexual orientation) for any alumni.
Information is held securely in Dorset Council’s People and Workforce Service.
How your data is used by Dorset Council
Depending on the consents that you have given in relation to your preferred methods of communication, your data is used by us for a number of related purposes in support of alumni relations. These include:
- sending you publications (for example alumni updates about Dorset Council)
- conducting surveys
- sending you details of volunteering opportunities
- inviting you to alumni and other events
- the promotion of other opportunities available to you
- internal profiling and research in order to improve our understanding of our alumni, target our communications more effectively, and maintain best practice
- internal record keeping, including the management of any feedback or complaints
Communications to you may be sent by electronic means (for example by email), depending on the consents given by you in relation to the methods of communication by which you would prefer us to contact you. More information about the legal basis for processing your personal data and for using specific forms of communication is set out below.
If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us using the details listed below.
We will always respect a request by you to stop processing your personal data and your statutory rights are set out below. The council does not share your alumni personal data.
How Dorset Council protects your data
Data is held within a secure ICT system and access to your data is strictly controlled.
Further information about the measures we use to protect data when being transferred internationally is available from our Data Protection Officer (whose contact details are set out below).
Data subject rights
You have the right to:
- ask us for access to, or rectification or erasure of your data
- restrict processing (pending correction or deletion)
- object to communications or direct marketing; and
- ask for the transfer of your data electronically to a third party
You also have the right to lodge a complaint with the Information Commissioner’s Office.
Full information on data subject rights is set out in our data protection policy data.protection@dorsetcouncil.gov.uk.
Additional information
The legal basis for processing your personal data for the specific and related purposes set out above is that: processing is necessary to meet the legitimate interests of Dorset Council – processing of the Personal Data is in the council’s legitimate interests, pursuant to Article 6(1)(f) of the GDPR.
Where you have given us consent to use your contact details (such as a phone number or email address) to communicate relevant information, our processing meets the condition in article 6(1)(a) of the UK GDPR You have the right to withdraw your consent at any time by contacting: data.protection@dorsetcouncil.gov.uk.
The data controller for your personal data is the Dorset Council, and we can be contacted via email. Our Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data, and can also be contacted using data.protection@dorsetcouncil.gov.uk.
Please contact us at data.protection@dorsetcouncil.gov.uk you have any concerns or questions about the above information or you wish to ask us not to process your personal data for particular purposes. Where you have specific requests relating to how we manage your data, we will endeavour to resolve these, but please note that there may be circumstances where we cannot comply with specific requests.
As an alumnus or alumna, we will retain your data indefinitely in support of your lifelong relationship with Dorset Council or until you request us to do otherwise. We will publish on our website any changes we make to this data protection statement and notify you by other communication channels where appropriate. Full details of policies regarding data retention may be found at Dorset Council retention schedule.