17.12.24
This statement explains how St Catharine’s College (“we”, “our” and “us”) handles and uses information we collect about participants in pre-undergraduate events and initiatives (“you” and “your”). In broad terms, we manage your data to enable you to participate in pre-undergraduate events and initiatives.
The controller for your personal data is St. Catharine's College, Cambridge, CB2 1RL. The Data Protection Officer for the College is the Office of Intercollegiate Services Ltd (OIS Ltd) [12B King's Parade, Cambridge; 01223 768745; college.dpo@ois.cam.ac.uk]. OIS Ltd. should be contacted if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement. The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal information, is the Bursar: data.protection@caths.cam.ac.uk.
The legal basis for processing your personal data is that it is in our public interest or is necessary for the purposes of our legitimate interests, where we have concluded that our interests do not impact inappropriately on your fundamental rights and freedoms. If there are any exceptions to this, they are indicated in the statement below.
How your data is used by the College
We collect and process your personal data, as specified below, for a number of purposes:
A. For prospective participants in admissions, or widening participation events/activities, who are providing information about themselves, and/or other prospective participants, and/or other third parties (e.g., teachers, parents, or carers).
Information about how participants’ personal information will be used by us in connection with the administration of pre-undergraduate events and initiatives, and for related purposes, is available at www.undergraduate.study.cam.ac.uk/how-we-use-participant-data. You should check that other prospective participants and/or third parties are happy for you to supply their details before providing us with any information about them. Third party information will only be used for operational and communications purposes during the event/activity.
B. For third parties who are providing information about prospective participants and/or other third parties (e.g. teachers providing information about pupils or colleagues).
Information about how participants’ personal information will be used by us in connection with the administration of pre-undergraduate events and initiatives, and for related purposes, is available at www.undergraduate.study.cam.ac.uk/how-we-use-participant-data . You should check that prospective participants and/or third parties are happy for you to supply their details before providing us with any information about them. Third party information will only be used for operational and communications purposes during the event/activity.
C. For providing you with necessary services.
Where relevant, we will also collect data for the provision of services (for instance, when you are arranging a visit to the College). This may include sensitive personal information (e.g. about your access and/or dietary requirements). We will not retain this information for any longer than is necessary for the provision of the event/activity, which may mean that you will need to be provide it on successive occasions.
D. Electronic marketing.
We’d like to keep in touch to invite you to further events/activities, and/or to provide you with additional information about the University and/or its Colleges and/or its Departments and/or resources relating to applying to Higher Education. We will only do this when you have positively told us that you would actively like to continue to hear from us. Please note that you can ask to be removed from our mailings database at any time by emailing undergraduate.admissions@caths.cam.ac.uk
We operate CCTV on our sites, which will capture footage, and a SALTO lock system. Further details of the College’s CCTV system and procedures can be found in our CCTV Policy. If you have any questions regarding the College's CCTV please contact the Head Porter head.porter@caths.cam.ac.uk. The SALTO lock system controls door access,and will by its nature record movements in and out of staircases and some College rooms, though this is not its primary purpose. Like all data we store, this information is kept confidentially. Please also contact the Head Porter head.porter@caths.cam.ac.uk if you have questions about the SALTO lock system.
We also operate Wi-Fi across our sites, which can be accessed by members of the College and guests. We retain device information (such as physical MAC address and IP address) and details of the IP address the device connected to. The data is retained for 3 months.
Who we share your data with
You can find information about data sharing at www.undergraduate.study.cam.ac.uk/how-we-use-participant-data at: https://www.ois.cam.ac.uk/policies-and-protocols
Your rights
You have the following rights: to ask us for access to, or rectification of, or erasure of your data; to restrict processing (pending correction or deletion); and to ask for the transfer of your data electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you that they be exercised.
You retain the right at all times to lodge a complaint about our management of your personal data with the Information Commissioner’s Office at https://ico.org.uk/concerns
College Data Protection Lead
November 2023
Date of next review: November 2026
