Alumni Extras Limited is the data controller of Personal Data processed by Alumni Extras. Alumni Extras Limited is a company incorporated in England & Wales, number 11757636, with its registered office at 27 Mortimer Street, London W1T 3BL, and is registered as a data controller with the UK Information Commissioner’s Office (ICO).
Purposes of processing and lawful basis
We process your Personal Data where the processing is necessary for the performance of a contract with you, or in order to take steps at your request prior to entering into a contract with you, and where the processing is necessary for the purposes of the legitimate interests pursued by us, as set out in the table below.
Where we carry out processing based on legitimate interests, we have identified those legitimate interests below.
We may send marketing communications to your email address where you have consented to us doing so.
Where we process your Personal Data based on your consent, you have the right to withdraw your consent by using the Contact form of the website. Any withdrawal of consent by you shall not affect the lawfulness of processing based on your consent before it was withdrawn.
|Activity/purpose||Type of data||Lawful basis|
|Registered user||Personal data collected from you including name, date of birth, email and postcode||Performance of a contract with the user, enabling the user to benefit from brand offers promoted|
|Authenticate and manage user sessions||Authentication data (username, password), session IDs||Necessary for legitimate interests (grant access to platform, manage user activity, prevent fraud)|
|Manage user relationships, including communications and customer service||Personal data including name, email, activity, customer service tickets and browsing history||A. Performance of a contract with the user|
B. Necessary to comply with a legal obligation
C. Necessary for legitimate interests (facilitate user communications and inquiries)
|Deliver relevant content and provide recommendations based on profiling||Preferences, reminders, site usage activity||Necessary for legitimate interests (provide useful content and experiences to the user)|
|Analyse usage activity to evaluate site effectiveness and optimise the user experience||Site usage activity||Necessary for legitimate interests (analyse the use of products/services, to keep the website updated and relevant, to develop the business and to inform marketing strategy)|
Information We Share
Information about you is an important part of our business. We do not sell your information to any third parties. All information disclosure is based on the principle of sharing only the information necessary to fulfil the legitimate business purpose. When shared, data may be transferred and hosted outside the country of origin. We only share your Personal Data with third parties as set out below:
- Information on whether and when you have joined Alumni Extras may be provided to your Higher Education Institution(s) to minimise redundant or irrelevant communications;
- We reserve the right to disclose your Personal Data to relevant authorities as required by law and when it is believed that disclosure is necessary to protect our rights and/or to comply with judicial proceedings, court order or legal process;
- Otherwise with your consent.
Accountability for onward transfer
We use profiling in order to enhance your user experience and to present you with discounts that are relevant to you and in line with your browsing history. We do not carry out any automated decision making. If you exercise your right to object to profiling, then your Alumni Extras membership shall forthwith cease, and we will stop processing your Personal Data in accordance with our retention policy. This is because the type of profiling we carry out is fundamental to the proper operation of the Club.
How We Protect the Information
We are committed to protecting the confidentiality of your information. We take reasonable measures to secure your information, including industry standard administrative, physical and technical controls. These controls include encryption, third party audits, access controls and security testing.
International Transfers of your Personal Data
Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different from the laws of your country.
Our website servers and third party service providers operate around the world. This means that when we collect your Personal Data it may be processed in any of these countries. We have taken appropriate safeguards to protect your personal information, such as ensuring the third party is on the ‘Privacy Shield’ list, or working with third parties in countries we deem to have adequate data protection laws. If we share personal information with a third party acting as our data processor, we remain responsible for how that information is processed.
Cookies and web beacons
All Alumni Extras marketing emails contain an unsubscribe link to stop future routine correspondence (but not necessary operational emails).
If you would like your personal information, including email address, to be completely removed from our databases, you should use the Contact form. We will respond to your request within thirty (30) business days. Completely removing your personal information from our databases will negate your ability to login and access Alumni Extras benefits.
We will store your Personal Data while you remain registered as a user of Alumni Extras. If you request removal we will close your account. We will retain your Personal Data even after we have closed your account to the extent necessary to comply with our legal obligations and to resolve disputes, and to fulfil your request not to receive further communications from us.
Merchant’s privacy policies
Complaints and dispute resolution process
Alumni Extras will endeavour to respond to any such inquiries or complaints within 72 hours. You have the right to lodge a complaint with the data protection supervisory authority in the UK, the ICO. The ICO website is at https://ico.org.uk/. However, we would request that you contact our Data Protection Officer before making a formal complaint.
To get in touch, please complete the Contact form on the website.