Alumni Email Service - Privacy Notice
A Green Templeton alumni email account, as part of the Alumni Common Room Membership, is a service provided by Green Templeton College via our partner Aluminati Network Group Ltd ("Aluminati").
Both the College and Aluminati undertake to handle your private information responsibly and in accordance with the Data Protection Act 2018 and the General Data Protection Regulation 2018.
Your data is used by the College for alumni and supporter relations, and for fundraising. Please read the College’s data protection policy and privacy notices at: www.gtc.ox.ac.uk/policies.
This privacy policy sets out specifically how Aluminati use your personal data for the purposes of account administration and operation.
Role in Data Processing
Aluminati is the Data Controller for personal data held for the purposes of account administration and the storage and management of your email data stored on the servers; and acts as a Data Processor for the College in relation to other personal data held by it in the course of running and modifying the service.
Lawful Basis for Processing
Aluminati processes your personal data in order to perform its contract with the College to provide you with an email service.
By registering for this service, you are explicitly consenting to Aluminati:
- Collecting the information you provide to us via the service registration form.
- Storing information that you generate during the normal use of the service. This includes, but is not limited to, emails that you send and receive, address book data and general preferences. Any correspondence between you and the College or Aluminati in relation to the service is archived for future reference.
Purpose & Use of Information
Aluminati will process your information for such purposes as (but not exclusive to):
- Providing the normal operations and maintenance of the service.
- Communicating announcements informing members of important information regarding the service.
- Verifying your University Membership in order to provide you with the service.
- Verifying your security information (e.g. to respond to support requests).
- Internal statistical analysis.
Use of Cookies - these are temporary small files that reside on your system and are read by our website and webmail interface so as to enhance your experience. These are stored in your own browser. You may delete these cookies at any time, although they must not be blocked entirely if you wish to use the service's web facilities (registration, webmail etc).
Retention
Aspects of your personal data will be retained until you (the data subject) or the College (the Data Controller for the running and modification of the service) ask that your records be deleted.
Data Transfer
Data may be transferred between the College and Aluminati for the purposes of properly administrating your account and verification.
Aluminati will not process or transfer any of your personal data outside of EU countries not subject to the General Data Protection Regulation. Naturally, should you access the service whilst outside of the EU, the transfer of your data to your device in that location will be considered implicitly authorised by you.
Storage
Your information is stored in a password-protected database, which is never accessible by the public or any non-authorised employee of Aluminati. Authentication information, such as passwords and security answers, is encrypted.
Disclosure
Aluminati will not disclose your personal data to any third party other than:
- with your consent; and/or
- in accordance with these conditions; and/or
- for the purpose of properly administering your account; and/or
- in order to process and verify an online payment; and/or
- if required to do so by law; and/or
- where requested to do so by the police or other regulatory authority; and/or
- in the good faith belief that any disclosure is reasonably necessary to:
- enforce these conditions; and/or
- respond to any complaint concerning or connected with your use of the service; and/or
- to protect the rights, property or personal safety of Aluminati, the College, the registered users of the service and the public.
Your email address will not be given to any third party other than the College for the purposes of advertising or promotions, without your consent.
Accuracy & Access
You may:
- Email Aluminati for a copy of your stored details and/or inform them of any changes that need to be made.
- Write in to Aluminati to request a paper print out (include a stamped addressed envelope).
- Access and update your profile via an online profile interface.
Aluminati will require that you suitably identify yourself before accessing your information.
At present, there is no charge applied for the supply of this information.
Aluminati will refuse access for the following reasons:
- The request does not relate to the information belonging to the person making the request.
- Insufficient identification is produced.
- Denial of access is required by law.
- Providing access would pose a serious threat to the life or health of an individual or individuals.
- The information provided for modification is reasonably believed to be false.
- Providing access would interfere with any legal proceedings or negotiations relating to the individual.
Disclaimer
Aluminati does not accept any responsibility for other websites or activities undertaken through them and you are advised to read the privacy policies on those sites.
In the event that you are directed to a secure server while using the service, for example in the case of making an online payment, it is your responsibility to check that the web site is authentic by verifying the URL as correct. You should also check to ensure the web site is secured by looking for the 'padlock' symbol or an URL beginning with "https://". In the event of any uncertainty, please contact Aluminati before proceeding.
Aluminati does not accept any responsibility for any breach of privacy resulting from a member’s compromised computer system or security information where the breach did not occur as a result of an action or inaction by Aluminati. This includes, but is not limited to, the case of a password being stolen and used to access the member's profile or email account for purposes including sabotage and data theft.
Supervisory Authority Registration
Aluminati is registered with the Information Commissioner under membership number Z8393842.
Complaints Procedure
If, for any reason, you feel the need to complain or comment about these privacy practices or policies, please contact Aluminati using the details provided below so that they may resolve the situation.
Service Provider
This service is operated under contract by Aluminati Network Group Ltd. (Aluminati) acting under instruction as our Data Processor under the Data Protection Acts 1998 and 2018.
Aluminati will process personal data strictly for the purposes of operating this service.
Aluminati is registered with the Information Commissioner under membership number Z8393842
Service Provider Contact
Aluminati Network Group Ltd.
Hyperion House (Top Floor)
The Oaks, Fordham Road
Newmarket
Suffolk
CB8 7XN
England
Email: privacy@aluminati.net
Fax: +44 (0)1638 676 232
