Privacy notice for Alumni Network

Introduction

We, Fox Williams LLP, (“we“, “us“, or “our“) are committed to protecting and respecting your privacy.

This privacy notice explains how we collect, use, and share your personal data when you join our alumni network, subscribe to our mailing list and participate in our LinkedIn group, in compliance with the UK General Data Protection Regulation (UK GDPR).

Who We Are

Fox Williams LLP is a limited liability partnership registered in England and Wales under number OC320160 with its registered office at 10 Finsbury Square, London EC2A 1AF.

We are registered with the UK Information Commissioner’s Office (“ICO“) under registration number Z9541811.

We are the data controller responsible for your personal data. You can contact us as provided in “Contacting Us” below.

Personal Data We Collect

We may collect and process the following personal data about you:

• Contact Information: Name, email address, postal address, phone number.
• Professional Information: Former roles at the firm, current employment details (company and job title).
• Engagement Information: Details of events you have attended, communications you have received from us, and your preferences regarding such communications.
• LinkedIn Information: If you join our LinkedIn group, we may also process data available through your LinkedIn profile.
• Technical data: We also collect data about the links you click in our newsletters.

How We Use Your Personal Data

We use your personal data for the following purposes:

• Communications: To send you newsletters, updates about the firm, and invitations to events.

• Networking: To facilitate networking and professional connections within our alumni network and LinkedIn group.
• Event Management: To manage your participation in events we organise for our alumni.
• Feedback and Improvement: To seek your feedback and improve our services and alumni engagement activities.

We use name badges but don’t publish attendee lists for events. We may take photographs and video recordings at alumni events for use on our internal intranet and website to highlight and promote our alumni network. If you do not wish to have your image published, please contact us as provided in “Contacting Us” below so we can ensure your photo is not used.

Legal Basis for Processing

We process your personal data on the following legal bases:

• Consent: When you subscribe to our mailing list or join our LinkedIn group, you give us consent to process your personal data for these purposes. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If at any point you want to withdraw your consent, please contact us as provided in “Contacting Us” below.
• Legitimate Interests: We may process your personal data to maintain and enhance our alumni network, and improve our newsletters and events, all of which we consider to be a legitimate interest of the firm.

Sharing Your Personal Data

We may share your personal data with:

• Our partners and staff in connection with the operation of the alumni network.
• Service Providers: Third-party service providers who assist us with mailing list management, event organisation, and LinkedIn group administration.
• Alumni Network: Other members of the alumni network to facilitate professional connections.

We will not share your personal data with third parties for marketing purposes without your explicit consent.

Security of your personal data

We implement appropriate technical and organisational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access. These measures include encryption, access controls, and regular security assessments.

Where data processing is carried out on our behalf by a third party, we take steps to ensure that appropriate security measures are in place to prevent unauthorised use or disclosure of personal data.

Despite these precautions, however, FW cannot guarantee the security of information transmitted over the Internet or that unauthorized persons will not obtain access to personal data.

International transfers

We may transfer your personal data to countries outside the United Kingdom. When we do so, we ensure that your data is protected by adequate safeguards, such as the use of standard contractual clauses approved by the UK Information Commissioner’s Office (ICO) or other legally acceptable mechanisms.

Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements.

Your Rights

Under the UK GDPR, you have the following rights:

• Access: To request access to your personal data.
• Rectification: To request correction of any inaccurate or incomplete data.
• Erasure: To request the deletion of your personal data.
• Restriction: To request the restriction of processing of your personal data.
• Objection: To object to the processing of your personal data.
• Data Portability: To request the transfer of your personal data to another party.

To exercise any of these rights, please contact us as provided in “Contacting Us” below.

Changes to This Privacy Notice

We may update this privacy notice from time to time. Any changes will be posted on our website, and where appropriate, notified to you by email.

Complaints

If you have any questions or complaints regarding our Privacy Notice or practices, please contact us as provided in “Contacting Us” below.

You have the right to make a complaint at any time with a supervisory authority, in particular in the EU (or EEA) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is ICO who can be contacted at via their website or by telephone on 0303 123 1113.

Contacting us

If you have any questions about our Privacy Notice or your information, or to exercise any of your rights as described in this Privacy Notice or under data protection laws, you can contact us:

By post:  Privacy Manager (Nigel Miller), Fox Williams LLP, 10 Finsbury Square, London, EC2A 1AF

By telephone: +44 (0)20 7628 2000

By email: privacy@foxwilliams.com