Privacy Policy

Who we are

KCL AISOC, the King's College London Alternative Investment Society, is a student society at King's College London. We are currently working towards ratification by King's College London Students' Union (KCLSU), which we intend to apply for in the next ratification cycle. This policy explains how we collect, use and protect your personal data. For any question about this policy or your data, contact us at kclaisoc@gmail.com.

What this policy covers

This policy covers the personal data we collect from our members, from students who ask us to share their CV, from our sponsors and partners, from people who attend or apply to our events, and from people who sign up for our updates. It applies to data collected through our website at kclaisoc.co.uk, our forms, and our communications.

The data we collect and why

Members. When you join through our membership form we collect your name, email address, university, course and year of study. We use this to run the society, to confirm your membership, and to send you society updates and opportunities. We may also ask optional demographic questions, including ethnicity and background. These questions are optional, include a prefer not to say option, and are only used if you choose to answer them. Member data is kept private. We never share members' identifiable information with anyone outside the committee. When we report to sponsors or others, we only ever use anonymised, aggregated figures, for example the percentage of members from a particular background, from which no individual can be identified.

CV sharing, a separate and voluntary choice. We run a separate form for members who want their CV shared with our sponsors and partner firms. This is entirely optional and separate from membership. If you choose to use it, we collect your CV and contact details and share them with relevant sponsors and partner firms for the purpose of recruitment and opportunities, on the basis of your explicit consent. If you do not use this form, your CV is never collected or shared.

Sponsors and partners. We collect the business contact details of the people we work with at sponsor and partner organisations, such as name, work email, role and organisation, in order to manage our partnership with them.

Event attendees and applicants. When you attend or apply to an event we may collect your name, email and details relevant to that event, in order to organise it and contact you about it.

Updates and mailing list. If you sign up for our updates we use your email to send them. You can unsubscribe at any time.

Our website. Our site is hosted on GitHub Pages and does not set its own tracking cookies. Some pages embed third party content, such as Google Sheets and links to our social media, and those third parties may process limited data under their own privacy policies.

Our lawful bases for using your data

Under UK GDPR we rely on the following. For running the society and contacting members, we rely on your consent when you join and on our legitimate interest in operating the society. For the optional demographic data, which is a special category of data under UK law, we rely on your explicit consent. For sharing CVs with firms, we rely on your explicit consent. For managing sponsor and partner relationships, we rely on our legitimate interests and, where relevant, on taking steps to perform an agreement. You can withdraw any consent at any time.

Special category data

Demographic data such as ethnicity is treated as special category data and given extra protection. We collect it only with your optional, explicit consent, you may always choose prefer not to say, we use it only to produce anonymised and aggregated diversity reporting, and we never share it with anyone in a form that could identify you.

Who we share your data with

We do not sell your data, ever. We share data only as described in this policy. Members' identifiable data is not shared outside the committee. CVs are shared with sponsors and partner firms only where you have used the CV form and consented. We use Google Workspace, including Google Forms and Google Sheets, to collect and store data, which means Google processes data on our behalf as our service provider. Some data may be processed by service providers outside the United Kingdom, in which case it is protected by the appropriate safeguards those providers have in place.

How long we keep your data

We keep member data until you ask us to delete it, or until you leave your university, whichever comes first, after which we delete it. We delete CVs submitted through the CV form at the end of the recruitment cycle they were submitted for, normally the end of that academic year, unless you ask us to keep yours on file for the next cycle. We keep sponsor and partner contact details for the duration of our relationship and for a reasonable period afterwards for our records. You can ask us to delete your data at any time.

How we protect your data

We limit access to personal data to the committee members who need it, we store it within our Google Workspace account with its account protections in place, and we take reasonable steps to keep it secure. No system is perfectly secure, but we treat your data carefully and take its protection seriously.

Your rights

Under UK GDPR you have the right to access the data we hold about you, to have it corrected, to have it deleted, to restrict or object to how we use it, to withdraw consent where we rely on it, and to receive a copy of your data in a portable form. To exercise any of these, email us at kclaisoc@gmail.com and we will respond within the time the law allows.

Children

Our society and website are intended for university students. We do not knowingly collect data from anyone under the age at which they can give their own consent, and our activities are not directed at children.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed, and significant changes will be communicated to members.

Complaints

If you are unhappy with how we have handled your data, please contact us first at kclaisoc@gmail.com so we can try to put it right. You also have the right to complain to the Information Commissioner's Office, the UK regulator, at ico.org.uk.