Cambridge University German Society
The Old Schools
Cambridge CB2 1TN
How we use your personal information – CUGS
This statement explains how the Cambridge University German Society [CUGS] (“we”, “us” and “our”) handles and uses the personal information we collect about our members and participants of our events for processes relating to our operations and activities.
When changes are made to this statement, we will publish the updated version on our website.
The controller for your personal information is the CUGS. The person responsible for data protection within our society is the President who can be contacted at the contact details given above.
How we use your personal information
We collect and process your personal information for a number of purposes, including:
- Maintaining your personal details (e.g. your name, photograph, membership number and preferred contact details), including ensuring effective communications with you.
- Keeping financial records (e.g. payment of your membership fees).
- Maintaining a formal record of your activities with us.
- Undertaking research into our activities (e.g. event attendance).
- Managing complaints made to us.
- Managing society alumni relations and fundraising.
Our normal legal basis for processing your personal information is your consent, which you gave at the point you become a member of the society and which you can withdraw at any time, including by resigning your membership.
How we share your personal information
- Personal information is not shared outside of the society and its members.
- We use University IT facilities to store electronic copies of personal information.
- We may share your personal information with certain organisations overseas, including [MailChimp, Google Forms, Agora], as part of arrangements related to your membership of the society. By becoming a member of our society or by asking to be added to our mailing list you give your explicit consent for transmitting this information.
We may also be subject to a legal requirement (with or without your consent) to share your personal information with the University or a government agency (such as the police or security services or other statutory authorities with investigatory powers) under special circumstances (e.g. relating to tax, crime or health and safety). Where feasible and appropriate, we will notify you of our intention to share such information in advance.
You have the right to access the personal information that we hold about you. You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing or communications, or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways. If you have questions or concerns about how your personal information is used, please contact us using the above details.
Last updated: [May 2018]