Alton College Foundation, is committed to protecting your privacy. This Privacy Notice explains in detail the types of personal data we may collect about you as Scholarship Applicant, Sponsor, former or current Scholar, Development Fund Applicant or Development Fund Recipient. It also explains how we’ll store and handle that data, and keep it safe. We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how the Alton College Foundation uses your data.We hope the following sections will answer any questions you have but if not, please do get in touch with
This statement applies to data held about our Scholarship Applicants, Sponsors, former and current Scholars, Development Fund Applicants and Development Fund recipients. For the purpose of this document, the following terms are defined
Sponsor/ Potential Sponsor: Anyone who has or may made or make a one-off or regular donation to the Alton College Foundation
Scholars: Anyone who has been appointed as a Alton College Foundation Scholar under the Scholarship for Excellence
Student Support Fund Recipients: Anyone who has received support from the Alton College Foundation Student Support Fund
Scholarship Applicants: Any Alton College student who has applied under the Scholarship for Excellence Scheme
Student Support Fund Applicants: Any Alton College Student or member of staff who has applied for a grant under the Alton College Foundation Student Support Fund Scheme.
If you have any questions about this privacy statement, please email michelle.george@alton.hsdc.ac.uk or write to us at Alton College Foundation, Old Odiham Road, Alton, Hampshire, GU34 2LY.
Explaining the legal bases we rely on: The law on data protection sets out a number of different reasons for which we may collect and process your personal data, including:
Consent In most situations, we will collect and process your data with your consent. For example, when dealing with an application for a student support fund grant or as part of the scholarship process. When collecting your personal data, we always make clear to you which data is necessary in connection with the particular purpose.
Legitimate interest In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our charity and which does not materially impact your rights, freedom or interests. For example, we may use records to invite you by post to attend our scholarship ceremony or invite you to consider becoming a sponsor of the charity.
Necessary for a contract: In some situations we may offer the sale of products or services to support the fundraising activities of the Charity. For example, we may sell tickets to an event for the purposes of fundraising. Therefore, we would need to communicate with you directly by email about the date or the arrangements made for the event or it may even be about other similar events in the future.
What information do we gather and how do we use your information?
Sponsors/ Potential Sponsors: The personal information we collect includes name, contact details (including email address), and other information where available publicly. We record details of your financial donations on your record.
Scholars: The personal information we collect includes name, contact details (including email address and other information where available publicly. We record your name, scholarship subject and year of scholarship for historical purposes on our website and paper records.
Scholarship and Student Support Fund: The personal information we collect includes name, contact details (including email address) previous exam results, current academic performance, previous school and other information where available publicly.
Student Support Fund Grant recipients: The personal information we collect includes name, contact details (including email address and other information where available publicly. The amount of the development fund grant is detailed on your record.
We will use your personal information:
As part of this, we may create a summary of your relationship with the Alton College Foundation and your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information and we can avoid contacting you about opportunities which are not relevant to your interests. By creating this profile, we are able to work more effectively with our Sponsors and Scholars to support the work of the Foundation.
We may need to share your information with HSDC Alton, for the purposes described above to support the objectives of the Charity. Further details about data sharing are given below.
How do we collect information?
Sponsors/Potential Sponsors - We obtain personal information from the individuals when they make donation through our donation forms.
Scholars and Scholarship Applicants - We obtain personal information from the Scholarship Application forms. Student’s exam results, contact details and other relevant information are copied from the HSDC Alton Database and used to create a record for you on the appropriate Scholarship Applications database.
Student Support Fund Applicants - We obtain personal information from the Applicants when the enquire about submitting a Student Support Fund application.
Additionally, we may also receive information about you from other sources for example from a friend who wants us to tell you about the activities we carry, from searching on the internet or occasionally from our service providers.
How do we protect your information?
Your personal information is stored in a secure database. We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used and is thereafter securely destroyed or permanently deleted. Alton College Foundation does not retain bank information and does not process credit cards.
All information we handle is done so in accordance with data protection legislation. If your personal details change, please help us to keep your information up to date by notifying us.
You can update your details online by emailing michelle.george@alton.hsdc.ac.uk
Right of Access: You have the right to request a copy of all the information we hold about you. If you wish to exercise this right, please email sarah.womersley@hsdc.ac.uk or write to Sarah Womersley at Alton College Foundation, Alton College, Old Odiham Road, Alton, GU34 2LY.
The request should include a name, an address for correspondence and the address the information should be sent to (if different) as well as a description of the information requested. We may communicate with you by phone, email or post in order to achieve our work in the most cost-effective way. You have a choice about whether you want to receive news and information about the Alton College Foundation, and by which method. We will not contact you if you have indicated that you do not wish to be contacted.
You can change your preferences at any time by emailing: michelle.george@alton.hsdc.ac.uk or writing to Michelle George at Alton College Foundation, Alton College, Old Odiham Road, Alton, GU34 2LY.
Your Consent
By providing us with your personal data, you give approval to the collection and use of this information in accordance with the purposes described above and this privacy statement. If you request that your details are removed from our database, we will remove all personal data, with the following exceptions:a note of the request to remove your data will be retained, to prevent you from being inadvertently contacted in the future;
information needed to comply with statutory requirements (such as in relation to Gift Aid) may be retained, but only for so long as those statutory requirements specify; and
an anonymous reference may be attributed to you in documentation compiled from the record of your event attendances and/or the record of donations that you have given, for the purposes of internal or external recording or accounting for any event attended, and for any donation required to be retained for audit, reporting or accounting purposes.
Will we pass on information to third parties?
We never sell any of your personal information. We may pass your information to HSDC Alton College for administration purposes in relation to the Scholarship Scheme and Student Support Fund grants. We always make sure that appropriate controls are in place and the will never use your data for any other purpose and information will be destroyed or permanently deleted once the project has been completed. We may publish your current name and photograph in our Scholarship Award Event programme and our website.
We may need to disclose your information if required by law (for example to government bodies and law enforcement agencies) or if we have your permission to do so.