Privacy and Data Retention Policy

This Statement sets out how RGS Foundation and the School uses and protects any information that we collect about you. We are committed to ensuring that your privacy is protected. Should we ask you to provide certain personal information please be assured that it will only be used in accordance with the RGS Foundation and School’s Privacy Notice, which may be updated from time to time.

RGS Foundation Data Protection & Privacy Notice Disclaimer: The RGS Foundation maintains a database of former pupils, parents, friends and supporters in order to stay in touch with our Reigatian community and keep you updated about news, events, careers opportunities for students, as well as fundraising activities. This information is held in accordance with the General Data Protection Act 2018. Your personal information will not be supplied to any third party, unless they are employed by us to provide a specific service, e.g. printing, mailing or data cleansing.  If you have any questions about this Privacy notice or concerning your personal information please contact us at foundation@reigategrammar.org.

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

• Name
• E-mail address
• Postal Address
• Phone number
• Photographs
• Gender
• Date of birth
• Family relationships
• Years at RGS (if applicable)
• Activities undertaken while at RGS
• Higher education and work details
• Participation in our events, e-mails, surveys and other activities
• Donations made to RGS Foundation
• A record of payments made via our website (but we do not store your credit/ debit card details as these are processed securely externally by a third-party payment provider) which could include event tickets, merchandise purchases or online donations
• Consent options and communication preferences
• Information that you provide when you communicate with us by any means

What we do with the information we gather:

The data that we collect, or provided by you, is used by the RGS Foundation to give relevant information about Reigatian community activities, including reunions and other events, careers support for current students, fundraising work in support of the Changing Lives, Building Futures campaign and for general administrative purposes.

Keeping your information up to date:

Please let us know if your contact details change by contacting us at foundation@reigategrammar.org.

RGS Foundation mailing preferences: 

In line with our efforts to reduce our carbon footprint, the majority of our communications are sent out by e-mail, so please have a look through the various communication breakdowns before unsubscribing to ensure that you don’t miss out on anything. If you do wish to update your preferences then please inform us by emailing foundation@reigategrammar.org.

• E-Reigatian: This bi-monthly e-mail newsletter provides a general update on news from both the RGS Foundation and the School. **Removing yourself from this will only remove you from the E-Reigatian emails**
• Events e-mails: These will be event invitations or event information e-mails, including RGS Professionals Hub events
• Fundraising e-mails: These will be related to the specific fundraising campaign you have been contacted about (e.g. Giving Day). If you remove yourself from these e-mails you will only be removed from that particular campaign. You will remain on the general mailing list unless you specifically request to be removed from all fundraising communications.
• Targeted e-mails: These might include a notification of a significant event or death, invitations to class-specific reunions, or a request to correspond with a former classmate.

How long we keep your information for:

RGS Foundation records are kept permanently unless you request otherwise as per the School's data retention policy.

READ THE RGS DATA RETENTION POLICY

If you ask us to stop contacting you, we will keep a record of your contact details and limited information needed to ensure we comply with your request.

If you ask us to remove your personal data from our database we will delete all the information we hold apart from your name and the dates that you attended RGS, and archive your record in our database.

Your rights:

You have the right to request details of how we use your personal information through making a subject access request.  Such requests have to be made in writing by contacting RGS Foundation Office, Reigate Grammar School, Reigate Road, Reigate, Surrey, RH2 0QS.

You also have the following rights:

• to request rectification of information that is inaccurate or out of date;
• the erasure of your information (the “right to be forgotten”);
• to restrict the way in which we are dealing with and using your information; 
• to request that your information be provided to you in a format that is secure and suitable for re-use (the “right to portability”);
• in relation to automated decision making and profiling.

All of these rights are subject to certain safeguards and limits or exemptions.  To exercise any of these rights, you should contact the RGS Foundation office at the above address.

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.

READ THE RGS PRIVACY NOTICE

SECURITY

We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We store all the personal information you provide, on our secure password and firewall protected servers. We retain personal information for legitimate purposes and as long as necessary or required by law. Please see the School’s Retention Policy for more detail.

N.B. Data transmission over the internet is inherently insecure and we cannot guarantee the security of data sent over the internet.

LINKS TO OTHER WEBSITES

Our website may occasionally offer links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.