Privacy Policy

Introduction

This page explains how and why we collect, and use, your personal information when you visit our website (www.newnhamassociates.org/).

Our website may provide links to other independent sites, within the College, the University, or elsewhere. This policy applies only to direct access to our website. You will need to consult the appropriate information on other sites for information on their policies.

Any changes to this privacy policy will be posted on this page. It was last updated in February 2022.

Who will process my personal information?

When you view or use www.newnhamassociates.org/, Newnham Associates (including ‘we’ and ‘us’) is the data controller. This policy applies to the use of your personal information (also known as ‘personal data’) by the Newnham Associates when you view or use our website. We also share this information with Squarespace, our online store hosting provider, so that they can provide website services to us.

If you follow a link from this website to another website and leave our website, we encourage you to read the privacy policy of every website you visit. We do not control these third-party websites and are not responsible for their privacy statements.

What personal information is collected and why?

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows, to allow us to provide and improve how we interact with you (for example, requests to join the Newnham Associates, enquiries to speak with us about careers support etc), and for site security and performance:

Identity Data includes first name, maiden name, last name, username or similar identifier, photograph.
Contact Data includes billing address, contact address, email addresses, and telephone numbers.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
Profile Data includes username and password, your interests, preferences, feedback, and survey responses.
Usage Data includes information about how you use our website.
Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences.

We share this information with Squarespace, our online store hosting provider, so that they can provide website services to us.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies stored on your device, visit The cookies Squarespace uses.

These functional and required cookies are always used, which allow Squarespace, our hosting platform, to securely serve this website to you.

These analytics and performance cookies are used on this website, as described below, only when you acknowledge our cookie banner. This website uses analytics and performance cookies to view site traffic, activity, and other data.

Third-party services that we may embed on our webpage – such as Instagram feeds, Twitter feeds and YouTube videos – may set cookies to measure how you use their services and record what advertising you see during your use of their service.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

Analytics

This website collects personal data to power our site analytics, including:

Information about your browser, network, and device
Web pages you visited prior to coming to this website
Your IP address

This information may also include details about your use of this website, including:

Clicks
Internal links
Pages visited
Scrolling
Searches
Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity. Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyses the data in a de-personalised form.

Marketing preferences

We may send you marketing emails, which you can unsubscribe from by clicking the link at the bottom of the email. We share your contact information with Squarespace, our email marketing provider, so they can send these emails on our behalf.

Fonts

This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:

Information about your browser, network, or device
Your IP address

How do we use your personal data?

We will only use your personal data when the law allows us to. Most commonly, the lawful bases we rely on for processing this information are:

Where it is necessary for our legitimate interests and your interests and fundamental rights do not override those interests. Our legitimate interests include allowing us to provide and improve how we interact with you (for example, requests to join the Newnham Associates, enquiries from members of Newnham College and alumnae) and for site security and performance.
Where we need to comply with a legal obligation.
Where you have provided consent. You can remove your consent at any time by contacting newnhamassociatessecretary2017@gmail.com

Most of the personal information we process is provided to us directly by you. We may also receive or share information on a considered and confidential basis, where appropriate, with Newnham College and other Newham College alumnae bodies, for example the Roll, the Guild of Friends, and the Honorary Associates. We may also facilitate communication between individual alumnae, but in doing so we do not release personal contact details without prior permission.

The Newnham Associates’ website is not intended for children, and we do not knowingly collect data relating to children.

How do we store your personal information?

Your information is securely stored on a file hosting service.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

In some circumstances:

you can ask us to delete your data: see “Your rights” below for further information.
we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Your rights

Your right of access – you have the right to ask us for copies of your personal information.
Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – you have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – you have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – you have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

We will try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made multiple requests. In this case, we will notify you and keep you updated.

You should not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

Please contact us at newnhamassociatessecretary2017@gmail.com if you wish to make a request.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under review. When changes are made to this statement, we will publish the updated version to our website and notify you by other communications channels as we may deem appropriate or necessary.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

Transferring your information outside the United Kingdom or European Economic Area (EEA)

We may need to transfer your personal information outside of the UK or EEA to provide you with the services you require or as necessary for our legitimate interests. Any such transfers are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

How do I get further information?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please contact us at: newnhamassociatessecretary2017@gmail.com

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (www.ico.org.uk). The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.