The University of Queensland UK Trust is committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. “Personal Data” is information that might help identify you as an individual, such as your name, or contact details.
We are focused on the protection of your personal data and privacy, so please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting using our website https://uqtrust.org.uk/ you are accepting and consenting to the practices described in this policy.
For the purpose of the Data Protection Act 2018 and the General Data Protection Regulation (GDPR), the data controllers are The University of Queensland UK Trust and the University of Queensland, Australia. The University of Queensland UK Trust is registered with the Charity Commission, registered number 1176030 at the registered address Unit 12, Ladycross Business Park, Hollow lane, Lingfield, Surrey, RH7 6PB.
How do we collect personal data?
- Data you give us
Most of the personal data we collect is provided freely by you when filling any forms on The University of Queensland UK Trust website or by corresponding with us by phone, e-mail or otherwise.
- Data we collect about you
For each of your visits to The University of Queensland UK Trust website, we will automatically collect the following pieces of data:
A cookie is a small file that is put on your computer. This file identifies specific information about your visits to the site. Cookies can only be read, and therefore used, by our web servers. Our cookies do not save or store any personal information as such; they take the form of a unique numerical identifier that enables a computer, but not an individual, to be recognised. Cookies do not detect and cannot access any information you may have on your computer.
A persistent cookie remembers your computer and, by doing so, allows us to identify specific information about your visits to the site.
What personal data do we collect?
The personal data you give us, or we collect may include the following.
- Donor form: when donating to The University of Queensland UK Trust you submit your:
- Name, address, email address, telephone number, gift details;
- Trustee form: to be a Trustee of The University of Queensland UK Trust, you submit your:
- Name, address, date of birth, nationality, email address, telephone number, occupation;
- Bank Application form: to be a signature of The University of Queensland UK Trust bank account, you submit your:
- Name, address, nationality, email address, telephone number, occupation.
Purposes of data processing
The data we collect and process serves to fulfill the following functions: set up, service, finance (including Gift Aid), receipting and acknowledgement. Each one of these functions entices several purposes of processing data, detailed below.
- This includes:
- Account management;
- Contact and queries (processing any contact or query received by email, post or phone, or notifying you about a change in our services).
- This includes processing payments and Gift Aid claims to HMRC.
- Receipting and acknowledgement. Issuing receipts and acknowledgement letters.
Other uses of the data include:
- To carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and products that you request from us;
- As part of our efforts to keep The University of Queensland UK Trust website safe and secure.
We do not use your personal data for automated decision-making.
Legal basis for the use of your data
We rely on the following clauses as a legal basis for the collection and processing of your data:
- Performance of the contract we are about to enter into or have entered into with you
- Legitimate interest
We also process data when it is in our legitimate interest to do so and when this interest is not overridden by your data protection rights (see further down for more information about your rights).
Our legitimate interests means the interest of our Trust in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law).
- The University of Queensland UK Trust may process your data to comply with our legal and regulatory obligations (e.g. preventing, investigating crime or working with law enforcement agencies).
Who do we share it with? (third parties)
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. We will ensure that your information is not subsequently shared further by these third parties without our agreement. We shall not share your personal data with any third parties for marketing purposes.
We shall however, share your personal data with third parties unless you opt out, for the following reasons:
- We share donor information with The University of Queensland so that the University is able to contact you regarding the status of your gift, to thank you and steward your gift, and to invite you to engage with the University as an alumni and/or continuing supporter of the University, and/or as an invited guest to University events.
- To meet any agreed contractual arrangements we have with you, we may share your information with other service providers that we use to perform that contractual service. Examples of service providers include hosting services, suppliers and sub-contractors. We may also need to share your personal data with third party software or IT support providers for the purpose of system administration, data security, data storage, back up, disaster recovery and IT support.
- We will also disclose your personal information to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal obligation.
How do we store and protect your data?
Your data will be processed by both The University of Queensland UK Trust and The University of Queensland. Both The University of Queensland UK Trust and The University of Queensland will ensure the security of the data by applying appropriate technical and organisational measure.
We will regularly review our retention of your personal data and delete any personal data which is not necessary for us to retain. Your data is stored according to the following retention schedule:
- Retention schedule
- In line with HMRC guidelines if donor data is no longer required it will be removed or anonymised.
- Other data listed above with we reviewed category by category and on held on a need basis.
- Retention cessation.If you request to delete your data, then the data will stop being retained and deleted or anonymised immediately.
Unfortunately, the transmission of information via the Internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to The University of Queensland UK Trust; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
International transfers of personal data
Though The University of Queensland UK Trust is based within the United Kingdom and is subject to GDPR, there are instances where we may send information outside of the UK, EU or EEA. Due to the nature of The University of Queensland UK Trust (donor information to a grantee) and the technologies required (transmission of data via Internet), your data may be transferred to a destination outside the EEA. All transfers of data to third countries will occur in accordance with applicable data protection laws. International transfers of personal data from The University of Queensland UK Trust to the University of Queensland are subject to EC Controller to Controller Standard Contractual Clauses.
What are your rights as a data subject?
- You have the right to ask us not to process your personal data.
- You have the right to withdraw your consent to the processing of your personal data by submitting a written request to that effect to [email protected].
- You have the right to have your personal data corrected if inaccurate.
- You always have the right to request for the deletion of your data.We have a formal process which we will follow if you decide you would no longer like us to retain our data. Once the request has been received, it will take 7 business days for it to be completed. Please e-mail [email protected] if you would like to request deletion of your data.
- You have the right to have access to your personal data that The University of Queensland UK Trust hold. If you require access, please email [email protected].
- You have the right to receive your personal data in a structured, commonly used format.
If you are unhappy with the way your personal data has been processed by us, you have the right to lodge a complaint with the Information Commissioner’s Office through their site www.ico.org.uk.
The University of Queensland UK Trust website may, from time to time, contain links to and from the websites of our partner networks and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Changes to this policy