Data policy

St. Cuthbert's Alumni Association “the Association” respects your privacy and protects your personal information.

This privacy notice explains where the Association collects your personal information, how it is used and how it is kept safe and secure - so please take the time to read it carefully. As a valued member, we will always be transparent about how your information is used, and will only use it in ways you would reasonably expect.

By providing the Association with your personal information, you consent to the use of it in accordance with the conditions of this notice. In keeping with data protection legislation, we will not hold your personal information for longer than is necessary.

We may update this notice from time to time. If we make any significant changes, we will either get in touch to let you know (if we have your permission to contact you) or highlight the changes on our website

If you have any questions about this privacy notice, please email us at

Where we collect personal information

We collect your personal information in the following ways:

  • When you give it to us directly, for example: subscribing to receive our email newsletters or printed magazine; enquiring about the Association through our website, by telephone or post; registering or purchasing a ticket to attend one of our events; through social media.
  • When you give it to us indirectly, for example, your information might be shared with us by third parties such as St. Cuthbert's Society/Durham University, or platforms such as PayPal for payments. These third parties will only provide us with your information if you have given your permission for it to be shared with us.
  • When you engage with the Association's social media accounts, we may also obtain your personal information through your use of platforms such as Facebook, Twitter, Instagram or LinkedIn, depending on your settings or the privacy notices of these social media and messaging services. To change your settings, please refer to their privacy notices which will tell you how to do this.
  • When you visit our website, we gather general information about how you use it, as well as information about the type of device you are using to access them (e.g. phone, tablet, PC). This data helps us to create a better online experience for you; for example, make it easier for you to find what you’re looking for or fix elements that make the website difficult to use.
  • We use cookies (text files that a web browser stores on your device which track, save and store information, and may or may not expire when you close your browser) to understand how you interact with our website and help improve how it works.

What personal information we collect

We collect relevant personal information depending on the interaction you have with us. This might include (but isn’t limited to) your title, name, contact details and preferences, how you get involved with the Association, for example: registering to come to events, signing up to receive our email newsletters, contributing to our work, taking part in surveys, or engaging with us through our social media pages or our website.

Personal information is anything that can be used to identify you as an individual. It can include your name, email address, postal address, telephone number, bank account details and credit/debit card details.

Credit, debit card payment information

If you use your credit or debit card to purchase an event ticket or make a contribution to our work, we will ensure that this is done securely using payment providers that comply with the Payment Card Industry Data Security Standard (PCI DSS). To find out more about PCI DSS standards, visit their website at We do not keep or store card details or validation codes once your payment has been processed.

How we use your personal information

We may use your personal information in the following ways:

  • To provide information or support as requested by you, or in relation to correspondence entered into with us. For example, we use your personal information to look into and respond to your enquiries.
  • To process any payments you make to us, for example ticket purchases or contributions towards our work, as well as to verify any transactions entered into with us.
  • To administer events, payments or any other support required or where required or authorised by law to do so.
  • We use your information to keep a record of your relationship with us and for administrative purposes (such as our accounting and record-keeping). We also use your personal information to advise you on updates and changes to our services or policies.
  • If you enter personal information into a form on our website (such as a subscription, registration or purchase) and start but don’t complete it, we may send you an email to check and see if there is any help we can give or any problems you encountered.
  • To update you on the Association's work, and how you can get more involved.
  • To ensure we know how you prefer to be contacted.
  • We may occasionally invite you to participate in surveys or research about the Association. We will explain how we will use the answers and data you provide when we ask you to participate.

How we keep your personal information safe and who has access to it

We are continually working to ensure that we have the right level of controls, interventions and processes in place to ensure we keep your personal information safe. However, the nature of information transfer - particularly online - is never fully secure, so we cannot guarantee the complete security and protection of it when it is outside of our control. Once we have your personal information, we ensure that we have the systems and processes in place internally to safely send it (for example, using encryption) where and when required.

Occasionally we use external companies to collect or process data for us on our behalf. These partners sign an agreed data protection contract and undergo a rigorous process to ensure they are compliant and able to follow our privacy notice before we agree to work with and share data with them. We have strict confidentiality agreements with our suppliers that they do not use, share, or sell the personal information we provide to them for undertaking or helping us to undertake our work.

There are times when our emails to you or our website may contain links to other external sites. We try to ensure that these organisation’s sites are respectable, but we are not responsible for their privacy policies. There may be information that can personally identify you. Check their privacy notice to learn more.

We will comply with legal requests to disclose your details as permitted by law to the police, Government and regulatory bodies or legal advisors if required.

How long we keep your personal information

We will retain your personal information as long as reasonably necessary for the relevant activity and relationship you have with us, as well as for any legal or regulatory requirement.

If you request that we stop sending you communications we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us, we won’t keep any information that we don’t need.

How to access, correct or delete your personal information

Data protection legislation allows you to request a copy of the personal information relating to you which is kept by us. Please email us at if you would like to submit a request.

If you would like to update the personal information, we have for you or request that we stop sending you information or communications, please email us at

We endeavour to amend or update your contact details and communications preferences as soon as possible after you make your request, however please note it can take 7 -14 working days upon receipt of your request for the changes to be made.

Changes to this notice

We will regularly review and update our privacy notice at our discretion. Any significant changes to the way we treat your personal information will be made clear on our website and/or we may contact you directly if possible. Ensure you keep up to date with our privacy notice intermittently, or any time you provide personal information.

This privacy notice was last updated in October 2018. The date of the most recent revisions will appear on this page. If you do not agree to these changes, please do not continue to use the Association's website to submit personal information to us.

If you have any questions, please email us at