1 The purpose of this privacy notice
1.1 Identity
The Old Etonian Association (OEA) is an unincorporated association, whose address is Eton College, Windsor SL4 6DW.
The OEA is an alumni association for former pupils of Eton College. The OEA’s primary purpose is to keep Old Etonians in touch with one another and to support the aims and objectives of Eton College.
We will collect, use and share information, including personal information, in connection with the administration, operation and management of the OEA and its activities.
1.3 This privacy notice
This is our main general privacy notice that applies across the OEA, although we may publish additional privacy statements that apply to specific processing activities that we carry out from time to time.
If an additional privacy statement is relevant to you because of the way in which you engage with us and there is a conflict between the information set out in this privacy notice and the additional privacy statement, then the additional privacy statement will take precedence over the information set out in this privacy notice.
For the purposes of this privacy notice, references to the OEA Online Services include the OEA software application which is made available as a mobile phone and web application (OEA App), our website and any other online services made available by or on behalf of the OEA.
1.4 Updating this privacy notice
We may update this privacy notice at any time. We will take reasonable measures to communicate any substantial changes that we make to this privacy notice to you – for example, by posting an updated version of this privacy notice on our website, or by sending you an updated version of this privacy notice by email. We also encourage you to check this page from time to time for any changes.
This privacy notice is dated July 2026.
Personal information is any data relating to an identified or identifiable natural person who can be directly or indirectly identified from that data. This includes obvious things like your name, address and telephone number but can also include less obvious things like analysis of your use of our website. There are different types of personal information. The most important types for you to know about are:
- Special categories of personal information – these categories of personal information often have additional protection under data protection laws around the world. These categories include information about your health, racial or ethnic origin, political opinions, religious or philosophical beliefs and trade union membership, your genetic data and biometric data, and information concerning your sex life or sexual orientation; and
- Criminal convictions information – this is information relating to your criminal convictions and offences.
1.6 Our responsibility to you
We process your personal information in our capacity as a controller. This means that we are responsible for deciding how we hold and use your personal information and ensuring that we comply with relevant data protection laws when processing your personal information.
We collect personal information about you for purposes connected with carrying out our activities for the benefit of our members and operating and managing the association.
We may hold information about you if:
- you are a prospective, current, or former member (including an honorary member) or officer of the OEA;
- you are a former pupil of Eton College;
- you register for or attend an OEA event;
- you use the OEA Online Services;
- you are (or you represent, work for, or own) a supplier of products or services to the OEA, or if we otherwise have dealings with you or the business you represent, work for, or own; or
- you have asked for, or agreed to, your personal information being made available through the OEA Online Services or OEA member contact lists.
The types of information we process about you may include:
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Types of personal information
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Details
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Individual details
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Name, address, other contact details (for example, email address and telephone numbers), gender, marital status, age, school leaving year, membership status, honorary membership or officer status, employer, profession, job title, job category, society membership, and interests.
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Event information
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Event bookings and attendance, guest details, access requirements, and dietary requirements.
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Purchase information
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Payment information and purchase history.
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OEA Online Services information
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Information that you make available in or through the OEA Online Services, including profile information, preferences, content or communications submitted through the OEA Online Services, and information about your use of the OEA Online Services.
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Communication information
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Communication preferences and contact history.
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Survey and research information
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Survey and research responses.
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Archive and publication information
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Information included in, or relevant to, OEA publications, newsletters, reviews, photographs, historical records, archive materials and other records relating to Old Etonians, OEA activities and Eton College history.
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Technical information
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Information which can be traced back to you, such as device type, unique device identifier, mobile network information, mobile operating system, mobile browser type, IP address, time zone setting, logs and details of your use of the OEA Online Services, and information collected through the use of cookies and similar technologies.
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Special categories of personal information
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We do not generally seek to collect special categories of personal information. However, we may process this type of information where you provide it to us or where it is relevant to a specific activity, for example health, dietary or accessibility information for events.
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Criminal convictions information
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We do not generally seek to collect criminal convictions information. However, we may process this type of information in certain circumstances in relation to legal claims.
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We may collect your personal information from various sources, including:
- directly from you;
- your employer or the organisation that you represent, work for or own;
- our members and officers;
- our service providers;
- Eton College;
- your app store provider, mobile platform provider or mobile network operator;
- publicly available sources, including public registers, websites, publications, news sources and social media; and
- by actively obtaining your personal information ourselves, for example through the use of website tracking devices.
The sources that apply to you will depend on why we are collecting your personal information. Where we obtain your information from a third party – in particular, your employer or the organisation that you represent or work for – we may ask them to provide you with a copy of this privacy notice (or, if applicable, a shortened version of it) to ensure you know we are processing your information and the reasons why.
We may process your personal information in many different ways – including by collecting, recording, organising, storing, analysing, modifying, extracting, sharing, deleting and/or destroying it.
In this section we set out in more detail:
- the main purposes for which we process your personal information; and
- the legal bases upon which we are processing your personal information.
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Purpose
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Legal basis
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Managing membership status and records
We use personal information to administer and manage membership of the OEA, including considering and approving applications for membership, maintaining membership records, updating membership status, managing renewals or changes to membership, and dealing with the termination of membership. This includes maintaining OEA membership and alumni records, liaising with Eton College where appropriate, and recording membership preferences.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate to administer and manage membership status and to maintain OEA membership and alumni records.
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Operating and supporting the OEA Online Services
We use personal information to operate and support the OEA Online Services. This includes account administration, login and authentication, profile management, the provision of member-facing features, troubleshooting, error reporting, fraud prevention, misuse detection, and monitoring the security and performance of the OEA Online Services.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for making, operating, supporting, maintaining, securing and improving the OEA Online Services.
Performance of a contract.
The processing of your personal information may be necessary for the performance of a contract we have entered into with you, or to take steps at your request before entering into a contract.
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Operating member contact lists and other member contact features
We may use personal information to operate contact lists or similar directories that help members keep in touch with one another. We will only make your contact details or profile information available to other members where we have a lawful basis for doing so and subject to any applicable preferences or settings.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate to operate member contact lists and other member contact features, and to help members of the OEA community keep in touch with one another.
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Arranging and holding events
We use personal information when we arrange and hold events for our members. This may include managing bookings, attendance, guest information, dietary and access requirements, photography or recordings, and event security.
In some cases, this information will include special categories of personal information.
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For all information – Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate to arrange and hold events.
Performance of a contract.
The processing of your personal information may be necessary for the performance of a contract we have entered into with you, or to take steps at your request before entering into a contract.
For special category information – where relevant, we will rely on your explicit consent.
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Carrying out surveys and research
We use personal information when we carry out surveys and research connected with the OEA’s activities.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate to carry out surveys and research.
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Selling merchandise
We use personal information when you purchase merchandise from us. This may include processing your order, taking payment, arranging delivery, dealing with returns or queries and maintaining transaction records.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for administering merchandise sales.
Performance of a contract.
The processing of your personal information may be necessary for the performance of a contract we have entered into with you, or to take steps at your request before entering into a contract.
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Providing updates to our members
We may use your personal information to provide communications and updates about OEA news, events, activities, publications and other matters relevant to the OEA community.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for communicating with our members and providing updates and information about OEA news, events, activities, publications and other matters relevant to the OEA community.
Consent.
We will comply with applicable marketing legislation when carrying out marketing activities and we will obtain your consent when this is required.
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Administrative and operational purposes
We may use your personal information for our own administrative and operational purposes. This includes promoting and pursuing the OEA’s stated aims and objects, observing the OEA Constitution and Rules, appointing and managing officers and committee members, managing governance records and meetings, maintaining financial and administrative records, responding to enquiries and complaints, managing risk and carrying out general administration.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for carrying out our own administrative and operational functions.
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Suppliers and service providers
We collect information about you in connection with your provision of services to us or your position as a representative, worker or contact of a supplier or service provider.
We do not generally look to collect special categories of personal information and criminal convictions information for this purpose.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for contacting and dealing with individuals involved in providing goods and services to us.
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Managing OEA publications, records and archives
We may use personal information in connection with OEA publications, newsletters, reviews, photographs, historical records, registers, year lists, archive materials and similar records. This may include preserving, organising, digitising, making available and providing access to materials relating to OEs, OEA activities and Eton College history.
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Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for maintaining OEA records and archives, preserving materials of historical significance and making appropriate materials available to members or other authorised users. Where special category information or criminal convictions information is included in archive material, we will only process it where an applicable condition under data protection law is satisfied.
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Establishing our legal position and complying with our legal obligations
We may use your personal information, including sharing it with our legal advisers, when looking to establish our legal position. This includes exercising our legal rights and defending legal claims.
We also collect and disclose personal data under applicable legislation and under orders from courts and regulators. Our disclosures will be to those bodies and persons who are entitled to receive the required information.
In some cases, this information will include special categories of personal information and criminal convictions information.
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For all information – Legitimate interests.
We have a legitimate interest in using your information where this is necessary or appropriate for understanding and establishing our legal rights and obligations.
Legal obligation.
Where applicable, we will rely on the ‘compliance with a legal obligation’ legal basis for processing.
For special category and criminal convictions information – the establishment, exercise or defence of legal claims or substantial public interest (preventing or detecting unlawful acts, or regulatory requirements).
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We cannot force you to provide your personal information to us and you can choose not to provide us with your personal information. Where we need to collect your personal information by law or in order to manage your membership status, provide membership benefits or perform a contract we have with you and you decide not to provide that information when requested, we may not be able to manage your membership status, provide membership benefits or perform the contract we have or are trying to enter into with you.
3.3 Consent
We do not generally process your personal information based on your consent (as we can usually rely on another legal basis). Where we do process your personal information based on your consent, you have the right to withdraw your consent at any time. To withdraw your consent please contact us using the contact details set out in section 5.1 or, to stop receiving our marketing emails or updates, please click on the unsubscribe link in the relevant email you receive from us. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose(s) to which you originally consented unless there is another legal ground for the processing. Please note that where we rely on your consent to process your personal information and you choose to withdraw your consent, your decision may affect our ability to provide certain of our services, benefits or activities.
We do not sell your information. However, we may share your information in the following circumstances:
- where member-facing functionality is made available, for example member contact lists or similar services, we may make limited information available to other members in accordance with the relevant settings, notices, permissions or preferences that apply to those services;
- where it is necessary or appropriate for the purposes for which we hold your information and we have a lawful basis for doing so, we may share your relevant information with Eton College. This may include sharing information to maintain accurate alumni records, including where we receive updates from members, and in connection with other OEA activities;
- where you have expressed an interest in joining or participating in an OE Society, we may share relevant information with that OE Society. We may also help OE Societies to update contact details where they already hold membership or contact lists;
- in order to operate the OEA efficiently, we require the assistance of various external providers of professional services (such as legal advisers and accountants). The use of these services may involve the service provider receiving your relevant information from us;
- we may engage external providers of support services. This includes providers of contact management, IT support, data hosting services, and other support services. The use of these services may involve the service provider receiving your relevant information from us;
- in connection with changes to the structure, administration or operation of the OEA, including any transfer of activities, assets, records, systems or services to another body;
- to protect the rights, property and safety of the OEA and others. Such information will be disclosed in accordance with applicable laws and regulations. This includes where we share information with other parties in the context of court orders, disclosure obligations or other legal processes; and
- we share your personal information with other third parties, such as relevant public and government authorities, including regulators and law enforcement bodies, where we are required or requested to do so to comply with legal or regulatory requirements.
4 Other important things you should know
We take security issues seriously. We implement appropriate steps to help maintain the security of our information systems and processes and prevent the accidental destruction, loss, or unauthorised disclosure of the personal information we process.
4.2 Profiling and automated decision making
We do not use profiling (where an electronic system uses personal information to try and predict something about you) or automated decision making (where an electronic system uses personal information to make a decision about you without human intervention).
We keep your personal information for no longer than is necessary for the purposes described in this privacy notice and, in any event, no longer than we are permitted to under applicable law.
Our retention periods are based on the requirements of relevant data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, good practice and our business purposes.
If you would like further details regarding applicable retention periods, please contact us using the contact details set out in section 5.1.
The nature of the OEA and its activities means that your personal information may well be transferred across national boundaries, including, potentially, to countries that do not require organisations by law to look after your personal information in the way in which you have come to expect in your own country. Where we transfer your personal information across national boundaries, we will protect your personal information by ensuring that those transfers are made in compliance with all relevant data protection laws. For example, where we transfer your personal information from the UK to a third party that is located in a country that is not recognised under UK data protection law as providing an adequate level of data protection, we normally do so subject to safeguards that assure the protection of your personal information, such as standard contractual clauses or other transfer mechanisms approved or recognised under UK data protection law.
If you would like further details of how your personal information is protected when transferred from one country to another then please contact us using the contact details set out in section 5.1.
5 Your rights
If you have any questions or complaints in relation to our use of your personal information, please email us at oea@etoncollege.org.uk or write to us at Old Etonian Association, Eton College, Windsor SL4 6DW.
Under certain conditions you may have the right to require us to:
- provide you with further details on the use we make of your personal information;
- confirm whether we process personal information about you and (where this is the case) provide you with access to the personal information we hold about you;
- update any inaccuracies in the personal information we hold about you;
- delete any of your personal information that we no longer have a lawful ground to use;
- where processing is based on consent, stop that processing by withdrawing your consent (which you may do at any time);
- object to any processing based on our legitimate interests unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights;
- restrict how we use your personal information in certain circumstances; and/or
- transfer your personal information to you or to a third party in a standardised machine-readable format.
In certain circumstances, we may need to restrict your rights to safeguard the public interest (for example, the prevention or detection of crime) and our interests (for example, the maintenance of legal privilege).
To exercise any of your rights, please contact us using the contact details set out above.
We will assess any request to exercise your rights on a case-by-case basis and we may ask you for proof of identity or other information before doing so.
We are also obliged to keep your personal information accurate and up to date. Please help us to do this by advising us of any changes to your personal information.
Please note that if you ask us to delete your personal information, it may take us more time to delete your information from our back-up systems than it does from our active servers.
Please also note that if you ask us not to process your personal information, we may need to keep some information in order to fulfil your request, for example, we will retain enough information about you to ensure that your preference not to receive direct marketing is respected in the future.
5.2 Your right to complain
If you are not satisfied with our use of your personal information or our response to any request by you to exercise your rights, or if you think that we have breached any relevant data protection law, please contact us using the contact details set out in section 5.1 above.
If you are unhappy with how we process your personal information, we ask that you contact us first, as described above so that we have the chance to put it right. However, you also have the right to make a complaint to the UK data protection regulator, the Information Commissioner's Office, details of which can be found at https://ico.org.uk.