Privacy Policy

As part of our commitment to protecting your privacy, this General Data Protection Regulation (GDPR) Privacy Statement (“Privacy Statement”) is designed to provide you, as a person in the United Kingdom and/or the European Economic Area, which includes European Union member states as well as Iceland, Lichtenstein and Norway; with information regarding the types of Personal Information held by the University of California Trust (UK). This Privacy Statement will specifically discuss the categories of data that University of California Trust (UK) collects and shares with the University of California which for the purposes of this document, include: University of California Trust (UK) employees, University of California employees (UC), interns, volunteers and how the UC Trust (UK) and the University of California use that information. It will also describe the choices and rights that individuals have over their personal information.

For purposes of the GDPR, the data controller is the University of California Trust (UK) and the University of California. If you have any further questions about this Privacy Statement, please contact your local privacy officer or privacy contact.

 

As part of its relationship with you, UC Trust (UK) collects Personal Information about you.  For the purposes of this Privacy Statement, Personal Information is any personally identifiable information about you that is collected in your relationship with UC. Subject to applicable to UK & EU data protection laws, Personal Information collected may include, but is not limited to:

• Name(s);
• Contact information (e.g., home and work addresses, personal and work email address, home and work phone numbers);
• Bank details;
• Event attendance and engagement records;
• Correspondences between yourself and the UC Trust (UK);
• Graduation Year;
• Subject of study;
• Campus(es) attended

This Personal Information collected from you is only that in which you choose to share with the University of California Trust (UK). All personal information is not held longer than necessary. Individuals have the right to retract any or all data held by the UC Trust (UK) at any time in compliance with the UK & EU general data regulation protection.

 

As part of the relationship between the UC Trust (UK) and the University of California, personal information collected by the UC Trust (UK) is shared with employees UC campus(es). For the purposes of this Privacy Statement, Personal Information that UC Trust (UK) possess on alumni shared with the UC include:

• Name(s);
• Contact information (e.g., home and work addresses, personal and work email address, home and work phone numbers);
• Event attendance and engagement records;
• Graduation Year;
• Subject of study;
• Campus(es) attended;

For the purposes of this Privacy Statement, Personal Information that UC possess on alumni shared with the UC Trust (UK) include:

• Name(s);
• Contact information (e.g., home and work addresses, personal and work email address, home and work phone numbers);
• Graduation Year;
• Subject of study;
• Campus(es) attended;

This Personal Information collected from you by UC is information that you shared as a student and/or an alumni. UC does not share any high-risk data with the UC Trust (UK) (e.g., racial or ethnic origin, biometric data, health, Individual financial information). UC does not share information with the UC Trust (UK) on current UC students. Individuals have the right to retract any or all data held by the UC Trust (UK) at any time in compliance with the UK & EU general data regulation protection. If you have concern or questions about data held by your UC campus, please view your campus’ Privacy Policy obtain more specific details regarding the data elements collected about you.

 

UC Trust (UK) uses Personal Information where necessary for the performance of UC Trust (UK)’s legitimate interests, which include but is not limited to:

• Alumni Enrichment
• Facilitate Giving Back to UC
• Catalyse Knowledge Exchange

It is in the legitimate interests of the UC Trust (UK) to manage the centralization of its data processing activities, to improve its processes as a registered British Charity and satellite office of the University of California and to develop best practices for providing services to alumni, students and friends of UC.

 

The UC Trust (UK) may share your Personal Information when deemed necessary with the following recipients:

• UC Campus Representatives
• UC Trust (UK) volunteers
• The UC Trust (UK) Board of Trustees
• His Majesty's Revenue & Customs (HMRC)

Please note that all UC Campus Representatives, UC Trust (UK) Volunteers and The UC Trust (UK) Board Members must sign a Confidentiality Agreement before receiving any Personal Information. We may also need to share your Personal Information as required to respond to lawful requests and legal processes; to protect our rights and property and those of our agents, customers, and others, including to enforce our agreements and policies; and in an emergency, to protect UC and the safety of our alumni, students, faculty, and staff or any third party.

 

As required by UK General Data Protection Regulation and applicable to EEA state law, if you are in the UK or the European Economic Area, you have a right to:

• To be notified regarding the collection of your Personal Information, including the specific categories of data collected, how your Personal Information will be processed, the purposes of the collection and processing and whether or not your Personal Information will be transferred to a third party;
• Access your Personal Information, as well as information relating to the recipients of your Personal Information, the purposes of processing your Personal Information, the duration for which the Personal Information will be stored, and the source of Personal Information that has not been provided by you;
• Rectify or correct inaccurate or incomplete Personal Information concerning you, taking into account the purposes of the processing, and the right to have incomplete Personal Information completed;
• Move your Personal Information to another controller or processor. The UC Trust (UK) will facilitate the lawful transfer of your data to the extent possible;
• Have your Personal Information erased in certain circumstances. Please note that the UC Trust (UK) may be required to retain your Personal Information if required by federal law;
• Restrict the processing of your Personal Information in certain circumstances;
• Object to the processing of Personal Information in certain circumstances;
• Consent to the collection and processing of your Personal Information when required by law;
• Withdraw your consent to the processing of your Personal Information, should UC Trust (UK) ask for your consent for the processing of your Personal Information. The withdrawal does not affect the lawfulness of processing based on your consent before its withdrawal;
• Know whether your Personal Information is being used for automated decision-making, including profiling. In those cases, UC will give you meaningful information about the logic involved, the significance and the envisaged consequences of such processing for your data, and the right to request human intervention; and
• Lodge a complaint with a supervisory authority.

If you would like to exercise any of your rights mentioned above, please contact the UC Trust (UK) at info@californiahouse.org.uk.

 

UC takes appropriate physical, administrative and technical measures to protect Personal Information.

 

UC Trust (UK) will only retain your Personal Information for the duration necessary, unless there is a legal requirement to maintain it for a longer period. For further information, on what your UC campus retains, please refer to UC’s Records Retention Schedule at https://recordsretention.ucop.edu.

 

In order to fulfill the intended processing purposes identified by the functions of the UC Trust (UK), your Personal Information will be transferred outside of the European Economic Area (EEA), specifically to the United States, which does not protect Personal Information in the same way that it is protected in the EEA. UC will undertake appropriate measures to ensure adequate protection of Personal Information, including utilizing appropriate physical, administrative, and technical safeguards to protect Personal Information, as well as executing standard contractual clauses approved by the European Commission or a supervisory authority under GDPR, or obtaining your consent, where appropriate.

 

If you have questions or complaints about our treatment of your Personal Information, or about our privacy practices more generally, please feel free to contact the UC Trust (UK) at info@californiahouse.org.uk.