Data Management Policy

Updated February 2026

Goodenough College is committed to protecting your personal information and being transparent about how we collect, manage, use, disclose, retain and safeguard your personal data in compliance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies specifically to information held about Members, Alumni, donors, and other supporters and organisations with links to the College. The Goodenough Hotel has a similar policy which can be found on its website.

Information we collect

We collect personal information that you voluntarily provide to us when you:

  • become a Member of the College community
  • sign up for newsletters, offers or marketing
  • complete forms or surveys; or
  • interact with our website.

The College may also use service providers to conduct research and gather information to ensure accuracy and efficiency in our annual fundraising activities, such as our Giving Day.

Information is also shared with us by the London Goodenough Association of Canada (LGAC), a registered non-profit organisation which exists to support the Canadian Goodenough Alumni community.

Examples of personal data we may collect include:

  • identity and contact data: name, title, address, email, phone number, company name (if relevant);
  • communications: correspondence between you and us, including feedback or enquiries; and
  • marketing preferences: whether you opt in to receive offers and updates;
  • biographical information, including title, gender, nationality, date of birth, partner/spouse/family and other relationships;
  • contact details, including address, email addresses and phone numbers;
  • educational history from before and after residence at Goodenough College;
  • information about your time at the College (e.g. clubs, societies, hobbies and scholarships);
  • employment details, including employment history, professional activities and other biographical details provided directly or available via public sources;
  • relationships with other Alumni, supporters and friends;
  • current interests, activities and affiliations;
  • responses to fundraising appeals and proposals, other donation history, Gift Aid status;
  • extracts from media stories (e.g. online articles and interviews) and information publicly shared on social media, including, but not limited to, services such as LinkedIn, Facebook and Twitter;
  • records of communications and interactions with the College and its service providers;
  • attendance at events and meetings with Goodenough staff;
  • communication preferences.

We do not collect sensitive personal characteristics (e.g., racial or ethnic origin, religious beliefs or trade union membership) unless you choose to provide such information for a specific purpose (for example, accessibility requirements).

How we collect your data

Your data may be collected:

  • directly from you when you book, register, subscribe or interact with us;
  • from third parties where you have authorised them to share your details with us (e.g., external booking platforms);
  • automatically through website cookies and analytics;
  • from our parent body, Goodenough College, where appropriate (e.g., if you are part of the College community and choose to stay with us).

Legal basis for processing

We rely on one or more of the following legal bases when processing your personal data:

  • Contractual necessity – to fulfil your booking and deliver services you have requested;
  • Legitimate interests – to manage and improve our services, communicate with you, ensure safety and security, or for administrative and legal purposes;
  • Consent – where you have expressly opted in (e.g., to receive marketing communications). Please note, you can withdraw consent at any time.

How we use your information

We use your data for purposes including:

  • processing and managing bookings and enquiries;
  • communicating with you about your stay, services or enquiries;
  • providing information you request, including marketing (where you have opted in);
  • improving our services and customer experience;
  • complying with legal obligations or defence of legal claims; and
  • ensuring the safety and security of our guests and staff.

Marketing communications

We will only send you marketing communications (email or otherwise) with your consent where required by law. You can opt out or change your preferences at any time by contacting us or using the unsubscribe facility in marketing emails.

Such communications include:

  • the circulation of publications and our e-newsletter
  • the conduct of surveys
  • the offer of services
  • fundraising proposals and appeals for donations
  • invitations to College and Alumni events
  • promotion of other opportunities and services available to you (i.e. offers available through the Alumni network groups).

Sharing your personal information

We may share your personal data only in limited circumstances, with:

  • Goodenough College subsidiaries where relevant;
  • trusted third-party service providers (e.g., reservation systems, email platforms, payment processors) who process data on our behalf under contract;
  • law enforcement, regulators or legal advisors where required by law or to protect our rights;
  • to facilitate communication between individual Alumni (although the College never releases personal contact details without prior permission);
  • with the London Goodenough Association of Canada (LGAC) regarding Alumni who have told us they are Canadian nationals or who are currently living in Canada. There is a data-sharing agreement in place to ensure LGAC complies with UK data protection standards. LGAC does not share this personal data with any other organisations;
  • to process tax efficient international donations: there are tax efficient ways to donate for partners who are tax payers in the US, Canada and Hong Kong. The College needs to share donors’ details with service providers to process these transactions effectively via secure international channels.

We do not sell or swap personal data to external organisations for their own purposes.

The College may ask to publish donors’ names in our literature; all donors are offered the option to remain anonymous

Data security

We implement appropriate technical and organisational measures to protect your data against unauthorised access, accidental loss or misuse. All personal data is stored securely in compliance with applicable UK law.

Data retention

We retain your personal data only for as long as necessary to fulfil the purposes set out in this policy, for statutory or regulatory purposes and to meet legitimate business needs. Retention periods are influenced by contractual requirements, statutory obligations and Goodenough College’s data management practices.

Your rights

Under UK GDPR you have rights including:

  • the right to access personal data we hold about you
  • the right to ask for correction or deletion of data, where applicable.
  • the right to restrict or object to processing
  • the right to data portability; and
  • the right to withdraw consent where processing is based on consent.

To exercise any of these rights, please contact us dataprotection@goodenough.ac.uk

Cookies and tracking

Our website uses cookies and similar tracking technologies to enhance user experience. Please see our separate Cookie Policy for details.

Changes to this Policy

We may update this Privacy Policy from time to time. Significant changes will be communicated by notice on our website or by other means where appropriate.

Contact information

For questions, requests or complaints about this policy or how your data is handled, contact dataprotection@goodenough.ac.uk