Data Protection statement


We have created this statement to demonstrate our firm commitment to your privacy. We do not collect personally identifying information about you when you visit our site, unless you choose to provide such information to us. Providing such information is strictly voluntary. The data may be made available to the College and University offices, faculties, academic and administrative departments, alumni societies, sports and other clubs associated with the College and University, but no data will ever be sold to external agencies. This policy is your guide to how we will handle information we learn about you.

How we treat your data

All data is securely held by the Downing College Alumni & Development Office under the terms of the Data Protection Act and will be treated confidentially and with the utmost care and respect.

We want to strike a fair balance between your personal privacy and ensuring that you obtain full value from the services we provide, whilst ensuring that we comply with all protection that the Data Protection Act 1998 affords to you. We will hold your personal data securely in accordance with the Act under which it is fully registered.

The Downing College Alumni & Development Office reserves the right to use external vendors to operate its IT environments, including the Alumni & Development website,, and our database to which it is connected. Any or all data provided to us might be transported and stored outside the UK, but such movement and storage will be performed under appropriate safeguards and security provisions such as, for example, in the USA under the Safe Harbor agreement or its replacement, the EU-US Privacy Shield, when it is instated.

To update your information online, you will need to be registered with our alumni portal, If you complete the Profile update form and share your personally identifying information, this information will be used only as described in the next section, What we do with your data. If you would like to change any information that our database holds on you, but do not wish to create a website profile, please email your request to or telephone +44 (0) 1223 334850.

What we do with your data

Data that you give to us (including personal data, collected during your association with the College) from online updates, by email, by telephone, in person or by postal update will be used by College staff, including, but not limited to, staff of the Alumni & Development Office, the College Office, the College Bursary, the Master’s Lodge and the Conference Office for purposes directly related to the interests of the College and/or its alumni. The data will not be disclosed to external organisations, other than those acting as agents for the College, such as Affinity Fundraising Consultants, and those under confidentiality agreements, such as Year Representatives.

We may communicate with you in person, by phone, by email or by post, except where you have expressed a preference not to be contacted in a specific way and your data may be used for the following purposes:

  • the distribution of College publications
  • the sending of emails, which will be tracked and stored and analysed to ensure that we are better able to tailor our communications
  • College fundraising operations, including telephone fundraising campaigns, except where the individual has expressed a preference not to be included
  • the promotion of benefits and services
  • notification of events, and of programmes involving academic and administrative departments
  • the distribution of information regarding alumni groups
  • requests to complete relevant questionnaires
  • communications from your former college, school or department and general communications giving relevant University news
  • research and audit purposes by administrative departments and academic schools
  • and for any other use deemed to sit within our data protection statement.

Your rights under the Data Protection Act

The Data Protection Act gives you the right to request that your data is not used for any of the above purposes. If you do not wish your personal details to be used by the Alumni & Development Office for any or all of the above purposes, please write to the Alumni & Development Office, Downing College, Cambridge, CB2 1DQ, United Kingdom.

If you do not wish your personal details to be held by us we will remove your address and contact details from your record. To do this, please write to the Alumni & Development Office, Downing College, Cambridge, CB2 1DQ, United Kingdom.

Under the Data Protection Act you have the right to be told whether information exists about you, and the right to receive the information.

Last reviewed 18 February 2016

Alumni & Development, Downing College, Cambridge CB2 1DQ. Telephone 01223 334850· Email