Introduction – Scope
This policy lays out the main framework of principles and rules regarding how we collect, process and store alumni personal data, in accordance with the Regulation (EU) 2016/679 of the European Parliament and of the Council (“General Data Protection Regulation” or “GDPR”) as well as the applicable Greek Legislation regarding the protection of personal data, as in effect from time to time (collectively referred herein as the “Data Protection Legislation”).
This policy applies to all Alumni of The American College of Greece called herein “Data Controller” or “ACG”. Alumni are considered all individuals who attended ACG, and have completed at least one year at Pierce or have completed at least three credits at Deree.
This policy constitutes an integral part of “the Personal Data Protection Policy of the American College of Greece”.
We review this policy regularly and reserve the right to amend it at any time to take into account any changes in our activities, legal requirements and how we process personal data.
What kind of personal data do we collect about Alumni and how do we collect it?
Information that Alumni give us:
The ACG collects, processes and stores, in electronic or paper form, Alumni personal data mainly including the following: graduate’s full name, contact details, address, date of birth, family status, parents’ and family members’ data, graduate certificate, employment data, donation data, where applicable, data in relation to the studies of the graduate, data in relation to the participation to ACG events, athletic and other activities where and if available, scholarships, involvement in the College Clubs and Societies, etc. The above data have been legally collected from the alumni to whom the data refer, with their consent, in accordance with the Data Protection Legislation. Data is collected either during the studies of the individual, or by the individual after the completion of his/her studies.
Other data we keep:
Data concerning alumni employment as well as further studies after graduation from ACG where provided
Log of Student Award recipients, endowed or expendable scholarship recipients
Event participation, photographs and videos from various events
Participation in College clubs and Societies
Information that we automatically collect:
We will automatically collect information about Alumni as this information has been recorded in his/her record throughout the course of studies at ACG related to demographic and family data, contact details, academic data, through our online Student Information System (Jenzabar).
Information we receive from third parties:
Alumni information is also being collected from third parties and publicly accessible sources such as online databases and systems
How do we use Alumni personal data?
The College processes Alumni personal data in order to comply with its legal obligations, for statistical reasons, as well as in order to notify alumni for a range of alumni engagement and development activities, including, but not limited to the communication of publications, the promotion of services and benefits available to alumni, and for notification about events, reunions, academic programs, and volunteering opportunities. Furthermore, alumni data may be used for occasional fundraising appeals.
The legal basis of the above processing is the written consent of data subjects, compliance of ACG with its legal obligations, and the serving of the legitimate interests of ACG.
Whom do we share information with?
We are committed to the data protection principles of best practices for handling information. All personal data is held securely in ACG servers and is accessible and processed only by authorized employees of ACG, who will process the personal data solely for the fulfillment of the aforementioned purposes, and by no means for their own benefit. Furthermore, some of the above personal data will be accessible and processed, within the framework of their responsibilities, by authorized external associates of ACG for the fulfillment of the aforementioned purposes. Any further transfer of personal data to any third person or to a country outside the European Union, will take place only in case that it is so provided by the Data Protection Legislation.
How long do we keep the Alumni personal information for?
ACG will keep and process the above personal data for as long as it is required for the serving of the aforementioned purposes of processing and in order to comply with its legal obligations and to defend itself against any legal claims.After the above time period, provided that there is no other legal basis for the processing, ACG will proceed to the definite deletion of the above personal data.
Subject to the exceptions, conditions and limitations provided by the Personal Data Legislation, alumni can exercise the following rights provided by the General Data Protection Regulation (GDPR):
Right of access, rectification, restriction of processing, objection, erasure of the above personal data, as well as the right to data portability.
In case alumni exercise one of the aforementioned rights, ACG will take any possible measure for the prompt satisfaction of their request, according to the specific provisions and conditions of the Personal Data Legislation, and shall inform them in writing regarding the satisfaction of their request, or for the reasons that prevent the exercise or the satisfaction thereof according to the Data Protection Legislation.
In addition, alumni may at any time withdraw their consent, without however affecting the lawfulness of processing based on consent before its withdrawal or the processing which is based on another legal basis.
Furthermore, alumni have the right to lodge a complaint with the Hellenic Data Protection Authority, in case they consider that the processing of their personal data is against the applicable legislation.
If the alumni have any queries in relation to the protection of their personal data or they wish to exercise their legal rights, they can contact the Data Protection Officer of The American College of Greece by using the following contact details:
Address: 6 Gravias Street, 153 42 Aghia Paraskevi, Athens, Greece
E-mail address: [email protected]