Privacy

Wesley College Alumni – Data Protection Policy

Approved by Wesley College Dublin
Version: 1.0
Date: February 2026

1. Introduction

Wesley College Alumni operates under the governance of Wesley College Dublin (“the College”). Wesley College Alumni is committed to protecting the privacy and personal data of its alumni, supporters, members and website users, and to complying with its obligations under the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018 (Ireland) (“DPA”).

This Data Protection Policy explains how personal data is processed, protected and governed in the context of Wesley College Alumni activities, including the alumni website, which is currently hosted on the ToucanTech platform.

2. Scope

This Policy applies to all visitors to the Wesley College Alumni website and to other cases where personal data is provided to Wesley College in the context of its Alumni activities. For example, this Policy covers applications for membership of our Alumni community, attendance at Alumni events and interactions with donors and supporters.

This Policy is intended to bind all staff, volunteers and authorised representatives who process personal data on behalf of Wesley College Alumni.

3. Data Protection Principles

The processing of personal data relating to Wesley College Alumni and its activities is required to comply with the principles set out in Article 5 of the GDPR i.e. Personal data shall be:

Processed lawfully, fairly and transparently;

Collected for specified, explicit and legitimate purposes;

Adequate, relevant and limited to what is necessary;

Accurate and kept up to date;

Retained for no longer than necessary;

Processed in a manner that ensures appropriate security and confidentiality.

4. Lawful Basis for Processing

Personal data is processed only where at least one lawful basis applies, including:

Consent;

Performance of a contract;

Compliance with a legal obligation;

Legitimate interests of Wesley College Alumni and Wesley College, provided those interests are not overridden by the rights of the data subject;

Tasks carried out in the public interest.

It is incumbent on the relevant controller (whether it is Wesley College or any Wesley College Alumni foundation that may be established in due course) to ensure that the appropriate lawful basis is identified and documented for all processing activities. For example, Wesley College will usually rely on the legitimate interests’ basis to contact members of the Alumni community to inform them of activities likely to be of interest to them. However, anyone in receipt of such contact is entitled to opt-out of further communication by contacting Alumni@wesleycollege.ie in which case the College will record their contact preferences for future reference.

The ToucanTouch platform also allows individuals to manage their own consent and other privacy settings.

While Wesley College Dublin is currently the relevant controller of personal data held by it which relates to members of its Alumni community, if a separate foundation or other legal entity is established to manage Alumni matters, Wesley College will rely on the legitimate interests basis to share relevant personal data with that entity and that entity will thereafter abide by the provisions of this Policy.

5. Member Directories

Members of our Alumni community may choose to appear in a secure online Alumni directory. Participation is optional and visibility settings can be managed by the member at any time.

Information made available through member directories is for personal use only and must not be used for unsolicited commercial communications or shared with third parties. Member Directories are only available to those who have registered and declared that they will comply with the Terms of Membership.

Wesley College is not responsible for any unauthorised use of member data by other Alumni or by third parties as those entities have their own legal obligations as independent controllers if they attempt to use the personal data for any purposes not permitted by this Policy.

6. Data Storage and Security

Personal data is stored securely using the ToucanTech alumni management platform, in accordance with the Data Processing Agreement between ToucanTech and Wesley College. Appropriate technical and organisational measures are in place to protect personal data against unauthorised access, loss, alteration or disclosure.

If you are provided with access credentials to access the Alumni management platform, you are responsible for maintaining the security of those credentials as you, and not Wesley College, will be responsible for the activities undertaken on your account. If you believe your account has been compromised, please contact Alumni@wesleycollege.ie as soon as possible.

Access to personal data is restricted to authorised personnel who require access for legitimate operational purposes.

7. Data Retention

Personal data is retained only for as long as necessary for the purposes for which it was collected, in line with Wesley College Dublin retention policies.

Alumni data is generally retained for as long as an individual wishes to remain engaged with Wesley College Alumni, subject to periodic review and any legal or administrative obligations.

8. Data Subject Rights

Individuals have the right to:

Access their personal data;

Request rectification of inaccurate data;

Request erasure of personal data;

Restrict or object to processing;

Data portability, where applicable;

complain to the Data Protection Commission (see dataprotection.ie).

Requests may be made using the contact details below and will be handled in accordance with GDPR requirements. Wesley College Alumni does not engage in automated decision making that produces legal effects.

9. Personal Data Breaches

Any personal data breach will be assessed promptly. Where required by law, breaches will be reported to the Data Protection Commission and affected individuals without undue delay.

10. Review

This Policy will be reviewed periodically.

1. About These Terms

These Terms of Membership and Website Use (“Terms”) govern access to and use of the Wesley College Alumni website hosted on the ToucanTech platform.

They apply to all visitors to the website and all registered members. By using the website or registering as a member, you agree to be bound by these Terms and the Wesley College Alumni Data Protection Policy (attached).

2. About Wesley College Alumni

Wesley College Alumni currently operates under the governance of Wesley College Dublin and exists to support lifelong engagement between the College and its Alumni community. While Wesley College Dublin is currently the relevant administrator of Alumni activities, if a separate foundation or other legal entity is established to manage Alumni matters in the future, Wesley College may transfer the governance of Alumni matters to that entity, in which case the new entity will be subject to these Terms.

The intellectual property rights in the name Wesley College Dublin and its associated logo are owned by Wesley College Dublin. Any commercial use is subject to the prior written authorisation of the College.

3. Membership

Membership categories, eligibility criteria, benefits and any applicable fees are determined by Wesley College Alumni and may be updated from time to time.

Registration for membership requires acceptance of these Terms and associated policies.

If and to the extent that any membership criteria or activities require the payment of fees, the non-payment of such fees shall automatically result in the forfeit of any associated benefits until all fees and arrears have been cleared.

4. User Accounts

Members who register on the website will be required to create login credentials.

Accounts are for individual use only;

Members are responsible for maintaining the confidentiality of their login details;

Wesley College Alumni reserves the right to suspend or terminate accounts where these Terms are breached.

5. Acceptable Use

Users agree to:

Use the website in a lawful and respectful manner;

Respect the privacy and rights of other users;

Not misuse or extract personal data of other members;

Not engage in unauthorised commercial or promotional activity.

6. Content and Availability

Content on the website is provided for general information only. Wesley College Alumni makes no warranties or representations as to accuracy, completeness or availability.

Wesley College Alumni reserves the right to modify, suspend or withdraw any part of the website at any time.

7. Data Protection

Use of the website is subject to the Wesley College Alumni Data Protection Policy, which explains how personal data is collected and processed.

8. Changes to These Terms

These Terms may be updated from time to time. Any changes will be published on the website. Continued use of the website constitutes acceptance of the revised Terms.

9. Governing Law

These Terms are governed by and construed in accordance with the laws of Ireland.

Contact Details
Dr Quentin Heaney

Wesley College Alumni
Wesley College Dublin
Email: alumni@wesleycollege.ie