Privacy Policy

When you visit the Oxford and Cambridge Alumni Society’s (OCAS) website, you’re trusting us with your information. We understand that this is a big responsibility and work hard to protect your information and put you in control. This Privacy Policy is meant to help you understand what information we collect, why we collect it, and how you can update, manage, export, and delete your information.

What is Personal Data?

In relation to this Privacy Policy Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Who are we?

The Oxford and Cambridge Alumni Society Czech Republic spol (“OCAS”), an association registered with the registry number 22667342 and with a registered address of Rektorát, Univerzita Karlova, Ovocný trh 5, Prague 1, is the data controller. This means that OCAS decides how your personal data is processed and for what purposes.

How do we process your personal data?

OCAS complies with its obligations under the “GDPR” by: –

• keeping personal data up to date;
• by storing and destroying it securely;
• by not collecting or retaining excessive amounts of data;
• by protecting personal data from loss, misuse, unauthorised access and disclosure; and
• by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data under this Privacy Policy for the following purposes, to: –

• Enable OCAS to organise events and keep in touch with its members and contacts;
• Administer OCAS’s records;
• Promote OCAS’s interests;
• Manage the work of our volunteers;
• Maintain our own accounts and records;
• Inform you of news, events, activities and services running either within Prague or further afield through mailings (by email &/or hard copy)

What is the legal basis for processing your personal data?

• Explicit consent of you (the data subject) so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about church-related events;
• Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
• Processing may be carried out by a not-for-profit body with a political, philosophical, religious or trade union aim provided: –
  • the processing relates only to members or former members (or those who have regular contact with it in connection with those purposes);
  • and there is no disclosure to a third party without consent.

Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared within OCAS, selected third parties involved in the organisation of events, and with the University Alumni Offices at Oxford and Cambridge.

How long do we keep your personal data?

OCAS keeps data in accordance with current Czech legisation (Act No. 110/2019 Coll., on processing of personal data) and no longer than is necessary in order to allow OCAS to promote to you its activities as an alumni association.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –

• The right to request a copy of your personal data which OCAS holds about you;
• The right to request that OCAS corrects any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for OCAS to retain such data;
• The right to withdraw your consent to the processing at any time
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability).
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data;
• The right to lodge a complaint with the Czech Data Protection Authority using this form: https://www.uoou.cz/assets/File.ashx?id_org=200144&id_dokumenty=46004

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights under this Privacy Policy, if you have any queries, or indeed wish to make a complaint please in the first instance contact the Webmaster at: webmaster@oxbridge.cz