How we use your personal information
Customers of Trinity Gift Shop
This statement explains how Trinity College (“we” and “our”) handles and uses information we collect about customers of Trinity Gift Shop (“you” and “your”). In broad terms, we use your information to create a customer account, process transactions, to personalise products, manage the delivery of products and facilitate returns. The controller for your personal data is Trinity College, Cambridge, CB2 1TQ. The Data Protection Officer for the College is:
The Office of Intercollegiate Services
12B King’s Parade
+44 (0) 1223 768745
Please contact OIS if you have any concerns about how the College is managing your personal information, or if you require advice on how to exercise your rights as outlined in this statement.
The person within the College otherwise responsible for data protection at the time of issue, and the person who is responsible for monitoring compliance with relevant legislation in relation to the protection of personal data, may be contacted at email@example.com
We use your personal data in order to do the following:
- Perform our contract with you
- comply with our legal obligations
- Fulfil activities that are in our legitimate interests, which is the promotion of Trinity College and supporting its commercial enterprises for the benefit of Trinity College
The above criteria are the legal basis upon which we process your personal information.
What information do we collect?
The College will collect the following personal information from you when you order for yourself or for someone else:
- Full name
- E-mail address
- Telephone number
- Matriculation date (if you want to customise a product)
- Name of alumnus or alumna (if you are buying a customised product as a gift or on behalf of someone else)
The core pages and available downloads of https://www.trinitygiftshop.trin.cam.ac.uk are run by our Alumni Relations and Development Office, who from time to time will set cookies on your computer (non-essential cookies only being set if you give consent). This includes cookies set by Shopify who provide the e-commerce platform, and Stripe who process payments, on our behalf.
Cookies are small files which sit on your computer and record specific interactions between you and this website, and in some cases, other websites. This information is sometimes shared with the University of Cambridge, and in other cases, third parties. Below is more detail about the cookies we use, what they record and with whom the information is shared. You are of course free to disable cookies. Functionality may be lost by disabling cookies or not giving consent.
If you disable cookies, or do not opt in to receive them from our site, your experience on some parts of the site might be affected.
Cookies set by third party websites
We use Shopify to power our website
We use Stripe to process payment data for gifts purchased on our site
What do we use your information for?
To create a customer account, process transactions, to personalise products, and manage the delivery of products and returns and to ensure the efficient operation of the site.
How do we protect your information?
We retain some of your personal data for the purposes of managing your orders. It is held for a maximum period of 12 months from the transaction, and then permanently and securely deleted. In the case of a dispute, your personal data may be retained for a period of time beyond this period, but will be permanently and securely deleted within 6 months of the resolution of the dispute. [We may also keep your personal data for longer if any laws or regulations (including in relation to tax) require us to do so, but the period of time for which we will keep your data will be limited to that required by such laws or regulations and your personal data will be permanently and securely deleted at the end of such period.]
Where the College makes use of specific suppliers (as detailed on the Trinity Gift Shop website, see https://www.trinitygiftshop.trin.cam.ac.uk) to make particular products to your order, to customise products and/or to deliver them, your name, address, email address and telephone number and relevant details of your order will also be forwarded to them for the purpose of making and/or delivering specific products you have ordered to you and sometimes personalising the products before delivery.
Do we disclose any information to outside parties?
We will only share your relevant details with third parties (i.e. e-commerce platforms, payment processing service providers, web hosting and maintenance companies and suppliers of personalised/customised products) for the purpose of fulfilling our agreement with you to provide a product, to otherwise service your order and to assist us in operating our website and conducting our business.
If any such third party processes your personal data on our behalf (as our processor), we make sure that they have appropriate security standards in place to protect your personal data and we will enter into a written contract imposing appropriate security standards on them.
We may also release your information when we are obliged to do so by law, to enforce our site policies, or protect ours or others’ rights, property, or safety. This includes disclosures to legal advisers, auditors, to taxation authorities and to regulators. However, non-personally identifiable visitor information (such as numbers of customers visiting the site, numbers of transactions or purchases) may be provided to other parties for marketing, advertising, or other uses.
We do not sell, trade, or otherwise transfer to other outside parties your personally information, without your explicit consent.
To where in the world is your personal data transferred?
If any of our processing activities require your personal data to be transferred outside the European Economic Area, we will only make that transfer if:
- the country to which the personal data is to be transferred ensures an adequate level of protection for personal data;
- we have put in place appropriate safeguards to protect your personal data, such as an appropriate contract with the recipient.
- the transfer is necessary for one of the reasons specified in data protection legislation, such as the performance of a contract between us and you; or
- you explicitly consent to the transfer.
You have the right: to ask us for access to, rectification or erasure of your information; to restrict processing (pending correction or deletion); to object to our processing of your personal data; and to ask for the transfer of your information electronically to a third party (data portability). Some of these rights are subject to certain conditions and are not automatic. We reserve the right to discuss with you why we might not comply with a request from you to exercise them.
You retain the right at all times to lodge a complaint about our management of your personal information with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF (https://ico.org.uk/).
Version [1.0 - final]: Updated [18 March 2022].