RGS Foundation Privacy Notice

Introduction

This Privacy Notice explains how the RGS Foundation and Reigate Grammar School ("RGS", "the Foundation", "we", "us" or "our") collect, use, store and protect your personal information.

We are committed to protecting your privacy and handling your personal data responsibly, transparently and in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Any personal information you provide to us will only be used in accordance with this Privacy Notice, which may be updated from time to time.

Who We Are

The RGS Foundation is the fundraising and alumni engagement department of Reigate Grammar School. Together, we support the School's charitable objectives by maintaining relationships with former pupils, parents, supporters and friends of the School, facilitating careers and networking opportunities, organising events, and raising funds to support current and future generations of pupils.

For the purposes of data protection legislation, Reigate Grammar School is the data controller responsible for the personal information described in this Privacy Notice.

The RGS Foundation works closely with Reigate Grammar School and may share information with the School where necessary to support alumni engagement, events, fundraising activities and the administration of RGS Foundation programmes."

If you have any questions about this Privacy Notice or how your personal information is used, please contact:

RGS Foundation Office
Reigate Grammar School
Reigate Road
Reigate
Surrey 
RH2 0QS

Email: foundation@reigategrammar.org
 

About the RGS Foundation Database

The RGS Foundation maintains a database of former pupils, parents, staff, friends, donors and supporters in order to stay connected with our Reigatian community.

We use this information to share news and updates, invite individuals to events and reunions, promote careers opportunities and mentoring for current students, communicate fundraising initiatives, and support the ongoing work of the RGS Foundation.

We will never sell your personal information to third parties. We may share your information with carefully selected service providers acting on our behalf to deliver services such as printing, mailing, event management, data cleansing or communications. These organisations are required to process your information securely and only in accordance with our instructions.

If you have any questions about this Privacy Notice or how your personal information is used, please contact us at foundation@reigategrammar.org.

Information We May Collect

The RGS Foundation may collect and process the following categories of personal information:

• Name
• E-mail address
• Postal Address
• Telephone number
• Photographs
• Date of birth
• Gender
• Family relationships and connections to Reigate Grammar School
• Years attended or associated with RGS
• Activities undertaken while at RGS
• Higher education history and career information
• Publicly available professional information, including LinkedIn profiles
• Participation in our events, surveys, communications and other RGS Foundation activities
• Records of donations made to RGS Foundation
• Records of payments made via our website, including event bookings, merchandise purchases and donations (please note that payment card details are processed securely by third-party payment providers and are not stored by RGS Foundation)
• Communication preferences and consent choices
• Information you provide when corresponding with us by email, telephone, post, social media or other means

We use the information we collect to:

• Maintain accurate records of our former pupils, supporters and wider Reigatian community
• Communicate news, updates and opportunities relating to the School and RGS Foundation
• Organise reunions, networking events, careers programmes and other community activities
• Facilitate careers support, mentoring and professional networking opportunities for current and former students
• Administer donations, fundraising campaigns and Gift Aid claims
• Support fundraising activities, including the Changing Lives, Building Futures campaign and future charitable initiatives
• Manage event registrations and attendance
• Understand engagement with our communications and activities
• Comply with our legal, regulatory and reporting obligations
• Carry out general administrative and operational activities associated with the RGS Foundation's charitable purposes

Keeping your information up to date:

We strive to ensure that the information we hold is accurate and up to date. If your contact details or other personal information change, please let us know by contacting foundation@reigategrammar.org or via the online form.

Communication Preferences: 

As part of our commitment to reducing our environmental impact, most RGS Foundation communications are sent electronically. Before unsubscribing, we encourage you to review the categories below to ensure you continue receiving the communications that matter most to you.

You may update your communication preferences at any time by contacting foundation@reigategrammar.org or via the online form.

• E-Reigatian Newsletter: Our e-mail newsletter provides updates from both the School and the RGS Foundation
• Event Communications: These communications include invitations and updates relating to reunions, networking events, RGS Professionals Hub activities and other RGS Foundation events
• Fundraising Communications: These communications relate to specific fundraising appeals and campaigns. Opting out of a particular fundraising campaign will remove you from communications relating to that campaign only unless you specifically request to stop receiving all fundraising communications.
• Targeted Communications: Occasionally, we may send communications relevant to a particular year group, reunion, community interest or significant School-related event. These may include reunion invitations, requests to reconnect former pupils, or notifications concerning members of the Reigatian community.

Lawful Basis for Processing Personal Information

Under UK data protection legislation, organisations must have a lawful basis for processing personal information. The RGS Foundation relies on one or more of the following lawful bases depending on the purpose for which your information is used:

Legitimate Interests

In most cases, the RGS Foundation processes personal information on the basis of its legitimate interests as a charitable organisation. These interests include:

• Maintaining relationships with former pupils, parents, supporters and friends of Reigate Grammar School;
• Promoting and supporting the charitable objectives of the RGS Foundation;
• Organising reunions, events, networking opportunities and careers initiatives;
• Providing information about the activities, achievements and impact of the RGS Foundation and School;
• Seeking philanthropic support for the RGS Foundation's charitable purposes;
• Maintaining accurate records of our community and supporters.

When relying on legitimate interests, we carefully balance our interests against your rights and freedoms and ensure that our activities do not unfairly impact your privacy.

Consent

Where required by law, we will seek your consent before sending certain communications or processing your personal information for specific purposes. You may withdraw your consent at any time by contacting the RGS Foundation or updating your communication preferences.

Legal Obligation

In some circumstances, we may process personal information to comply with legal, regulatory, accounting or reporting obligations.

Contract

Where you register for an event, make a purchase, or engage with a service provided by the RGS Foundation, we may process your information where necessary to fulfil our contractual obligations to you.
 

Fundraising, Research and Wealth Screening

As part of our fundraising activities, the RGS Foundation may undertake research to help us better understand our supporters and identify individuals who may be interested in supporting our charitable objectives.

This research may involve reviewing information from publicly available sources, including professional biographies, company information, charitable giving records, publicly accessible websites, media coverage and social media or professional networking platforms such as LinkedIn.

From time to time, we may also engage carefully selected third-party providers to carry out wealth screening or prospect research on our behalf. These activities help us to understand the potential capacity and interests of supporters, enabling us to communicate in a more relevant and appropriate manner and to make informed decisions about fundraising activity.

We do not make decisions based solely on automated processing, and any information obtained through such research is handled confidentially and in accordance with applicable data protection legislation.

If you would prefer that your information is not used for fundraising research or wealth screening purposes, please contact the RGS Foundation at foundation@reigategrammar.org and we will respect your wishes.

How Long We Keep Your Information

The RGS Foundation seeks to maintain lifelong relationships with former pupils, parents, supporters and friends of the School. For this reason, we generally retain alumni and supporter records indefinitely, unless there is no longer a legitimate reason to do so or you ask us to remove your information.

We periodically review the information we hold to ensure it remains accurate, relevant and appropriate for the purposes for which it is processed.

If you ask us to stop receiving communications, we will retain limited information necessary to ensure that your preferences are respected and that we do not contact you in the future. 

If you request that we delete your personal information, we will remove or anonymise the information we no longer require. We may retain limited information where necessary to comply with legal obligations, maintain an accurate record of your request, or ensure that your communication preferences are respected in the future.

For further information about how Reigate Grammar School collects, uses and protects personal information,, please refer to the School's Privacy Policy, available on the School website.

Your Rights

Under data protection legislation, you have a number of rights regarding the personal information we hold about you.

These include the right to:

• Request access to the personal information we hold about you;
• Request that inaccurate or incomplete information is corrected;
• Request the deletion of your personal information in certain circumstances (the "right to be forgotten");
• Request that we restrict how we process your information in certain circumstances;
• Request a copy of your personal information in a portable and reusable format where applicable;
• Object to certain types of processing, including direct marketing and processing based on legitimate interests;
• Request information about any automated decision-making or profiling activities that may affect you.

Please note that some of these rights are subject to legal conditions, exemptions and limitations. 

To exercise any of these rights, or if you have any questions about how we use your personal information, please contact the RGS Foundation at foundation@reigategrammar.org or write to:

RGS Foundation Office
Reigate Grammar School
Reigate Road
Reigate
Surrey
RH2 0QS

If an individual believes that RGS Foundation has not complied with this policy or acted otherwise than in accordance with Data Protection Laws, please contact John Moore (jgm@reigategrammar.org) 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.

Security

The RGS Foundation is committed to ensuring that your personal information is kept secure.

We implement appropriate technical and organisational measures designed to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. These measures include secure systems, access controls, password protection and other safeguards appropriate to the nature of the information we hold.

We retain personal information only for as long as is necessary to fulfil the purposes for which it was collected, to comply with legal and regulatory obligations, and to support the legitimate activities of the RGS Foundation. For further information, please refer to the School's Retention Policy.

Whilst we take reasonable steps to protect personal information, please be aware that the transmission of information over the internet is not completely secure. Although we strive to protect personal information, we cannot guarantee the security of information transmitted to us electronically, and any such transmission is at your own risk.

 

Links to Other Websites

Our website may contain links to third-party websites that may be of interest to you.

Please note that once you leave our website, we do not have any control over the content, security or privacy practices of those external websites. The inclusion of a link does not imply endorsement of the website or its privacy practices.

We are not responsible for the protection and privacy of any information that you provide whilst visiting third-party websites. Such websites are not governed by this Privacy Notice and may have their own privacy policies and terms of use.

We encourage you to review the privacy policy of any website you visit before providing personal information.