SOAS University of London

Trustees Privacy Notice

1. Who we are

2. The data we process

3. Our use of your personal data

4. Who we share it with

5. Your rights

6. Who regulates personal data use

1. Who we are and how to get in touch

SOAS University of London is a Data Controller in respect of your personal data. That means we decide why and how to process your personal data. We are registered with the Information Commissioner’s Office, which regulates data protection law in the UK. Our registration number is Z6740574. Our current Data Protection Officer should be your first point of contact for any questions you have relating to our use of your personal data. They can be contacted at dataprotection@soas.ac.uk or 0207 898 4817.

If the Data Protection Officer is unavailable, you can contact the Records Officer by email at dataprotection@soas.ac.uk or 0207 898 4150. To reach us by post, please address correspondence to:

Information Compliance Office, SOAS Library, SOAS University of London, 10 Thornhaugh Street, Russell Square, London WC1H 0XG.

Types of personal data we process

As a trustee of the School, you can expect SOAS to process only the following types of personal data:

  • Biographical data (name, date of birth, gender)
  • Contact details (home address, personal email, personal telephone number)
  • Employment information (employer, position (including directorship), consultancy roles)
  • If we require any additional types of personal data from you, we will ask you directly for it and we will always explain why we need it.
What we do with your personal data and why

We process your personal data for the following specific purposes. We need to have a lawful basis for each of these purposes, and these are described below

  • To communicate with you and ensure the effective administration of the Board of Trustees. Communicating with Trustees about the administration and conduct of Board of Trustees meetings and business is in the legitimate interests of SOAS and its Trustees, and maintaining accurate contact addresses are necessary to fulfil this purpose. We are satisfied that this purpose does not impinge on Trustees’ data protection rights and freedoms.
  • To maintain a Register of Interests. Collecting contact details and current employment details, including directorships and consultancy positions, is carried out in accordance with our legal obligation to disclose this information to the Charity Commission.
  • Where necessary, to allow third party donors to carry out due diligence checks. Personal data is only disclosed to third party donors for the purpose of carrying out due diligence on Trustees with the Trustee’s consent.
Who we share your personal data with

When you correspond with officers of the School by email, your correspondence and email address will be stored by Google. Google provide SOAS’s email service (Gmail), which is hosted in the cloud. The data is stored by Google in servers based in the EEA. SOAS recognise Google is a company registered in the United States, and we have entered into a Data Processing Agreement with Google to ensure that all personal data is secure, and that individuals can exercise their rights under the law and have access to effective legal remedies. With regards US data transfers, Google is signed up to Privacy Shield, the EU-US framework for transferring personal data between the US and EEA territories.

We will share with the Charity Commission personal data collected from you in the Register of Interests form once a year.

With your consent, we will share your personal data with third party donors for the purpose of conducting due diligence checks

We will otherwise only share your data if we are legally obliged to do so (e.g. by a court order).

Your rights

You have the following rights over personal data processed by SOAS:

Right to access a copy of your personal data (see webpage Requesting access to personal data for guidance)
Right to correct your data
Right to ask us to restrict processing of your data
Right to erasure
Right to ask us to transfer your data to another iT environment
Right to object to our processing of your data
To enquire about your rights as a data subject, please contact our Data Protection Officer at dataprotection@soas.ac.uk or phone 020 7898 4817.

Who regulates the use of personal data?

If you think SOAS is processing your data unlawfully, you have the right to lodge a complaint with the Information Commissioner’s Office, at http://www.ico.org.uk