Privacy Policy

ARDENNE ALUMNI FOUNDATION

DATA PRIVACY POLICY

Effective Date: June 1, 2025

Last Updated: May 2025

1. Introduction

The Ardenne Alumni Foundation (“the Foundation”, “we”, “us”, or “our”) is committed to protecting the privacy and personal data of all individuals who interact with us, including donors, alumni, newsletter subscribers, event participants, and website visitors.

This Privacy Policy explains how we collect, use, store, share, and protect your personal data in accordance with Jamaica’s Data Protection Act, 2020 (“DPA”), Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”), and other applicable data protection laws relevant to our international alumni community in the United States, Canada, the United Kingdom, and elsewhere.

By using our website, submitting a contact form, registering for an event, signing up for our newsletter, or making a donation, you acknowledge that you have read and understood this Privacy Policy.

2. Who We Are — Data Controller

The Ardenne Alumni Foundation is the data controller responsible for your personal data.

Contact Details:

Ardenne Alumni Foundation

C/o Ardenne High School, 10 Ardenne Road, Kingston 10, Jamaica

Email: secretary@ardennealumnifoundation.org

Telephone: 1 (876) 881-5355 | 1 (876) 213-1263

3. What Personal Data We Collect

We collect personal data in the following circumstances:

3.1 Contact Form

When you use the contact form on our website, we collect:

  • Your name
  • Email address
  • The content of your message

3.2 Newsletter Sign-Up

When you subscribe to our newsletter, we collect:

  • Your name
  • Email address
  • Your alumni chapter or location (if provided)

3.3 Donations and Payments

When you make a donation and or payments through our payment processor (SpurrOpen), we collect:

  • Your name
  • Email address
  • Donation amount and payment details (processed securely by SpurrOpen)
  • Country of residence

Please note: We do not store your full credit card or banking details on our systems. Payment processing is handled by SpurrOpen in accordance with their own privacy and security policies.

3.4 Optima 5K Run / Events

The Ardenne Optima 5K Run is managed in partnership with our official race organiser, Running Events. Personal data relating to the event is handled in two ways:

(a) Registration through the Foundation:

Where participants register through the Foundation, we collect and pass the following information to Running Events for race management purposes:

  • Full name
  • Email address
  • Telephone number
  • Emergency contact information
  • Age/date of birth (where required for event categories)
  • T-shirt size or other event-specific preferences
  • Timing and race results

(b) Direct registration with Running Events:

Participants may also register and make payment directly on the Running Events platform. In such cases, Running Events acts as an independent data controller, and their own privacy policy governs the collection and processing of your data. We encourage you to review Running Events’ privacy policy before registering directly on their platform.

In both cases, race results and timing data are managed by Running Events as part of their race management services. The Foundation receives a copy of results for reporting and communications purposes.

4. How We Use Your Personal Data

We use your personal data only for the purposes for which it was collected, including:

  • Responding to enquiries submitted through our contact form
  • Sending newsletters, foundation updates, and event information to subscribers
  • Processing and acknowledging donations
  • Managing event registrations, results, and communications for the Optima 5K Run and other events
  • Contacting previous event participants about future editions of the same event
  • Fulfilling our charitable objectives and reporting to our alumni community
  • Complying with legal and regulatory obligations

5. Legal Basis for Processing

We process your personal data on the following legal grounds under the Jamaica Data Protection Act, 2020 and applicable international frameworks:

  • Consent: where you have freely given, specific, and informed consent (e.g., newsletter sign-up, event registration)
  • Contractual necessity: where processing is necessary to fulfil a donation transaction or event registration
  • Legitimate interests: where we have a legitimate organisational interest that does not override your rights (e.g., contacting previous 5K participants about future events)
  • Legal obligation: where we are required by law to process or retain certain data

You may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before withdrawal.

6. How We Share Your Personal Data

We do not sell, rent, or trade your personal data. We may share your data only in the following limited circumstances:

6.1 Payment Processor — Donations

Donations made through our website are processed through SpurrOpen (www.spurropen.com). When you make a donation, your financial and contact details are shared with SpurrOpen solely for the purpose of processing your transaction. Please review SpurrOpen’s Privacy Policy for details on how they handle your data. SpurrOpen is not involved in the processing of Optima 5K Run payments made directly through Running Events.

6.2 Race Organiser — Running Events

The Ardenne Optima 5K Run is organised in partnership with Running Events, our official race management company. Where participants register through the Foundation, we share the relevant registration data with Running Events so they can manage race logistics, timing, results, and event-day operations. Running Events uploads this data into their race management system and processes it as a data processor on our behalf.

Where participants register directly on the Running Events platform, Running Events acts as an independent data controller, and their own privacy policy applies. The Foundation is not responsible for data collected directly by Running Events through their platform.

6.3 Email Marketing Platform

We use a third-party email marketing platform to communicate with newsletter subscribers and to contact previous Optima 5K Run participants about future events. Your name and email address are shared with this platform solely for the purpose of sending authorised communications. This platform is contractually obligated to handle your data securely and in compliance with applicable laws.

6.4 Alumni Chapters

Where relevant and with your knowledge, your contact information may be shared with your regional alumni chapter representative to facilitate community engagement.

6.5 Legal Requirements

We may disclose your data where required to do so by law, court order, or government authority.

7. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes for which it was collected:

  • Contact form enquiries:  up to 2 years
  • Newsletter subscriptions:  until you unsubscribe
  • Donation records:  up to 7 years (for financial and legal compliance purposes)
  • Event registration data (5K Run):  up to 3 years, to facilitate future event communications

When data is no longer needed, it is securely deleted or anonymised.

8. Your Rights

Depending on your country of residence, you may have the following rights in relation to your personal data:

  • Right to be informed — to know what data we collect and how we use it
  • Right of access — to request a copy of the personal data we hold about you
  • Right to rectification — to request correction of inaccurate or incomplete data
  • Right to erasure — to request deletion of your personal data, subject to legal obligations
  • Right to object — to object to the processing of your data in certain circumstances
  • Right to withdraw consent — to withdraw consent at any time where processing is based on consent
  • Right to lodge a complaint — with the relevant data protection authority in your jurisdiction

To exercise any of these rights, please contact us at: secretary@ardennealumnifoundation.org

We will respond to all requests within 30 days in accordance with the Jamaica Data Protection Act, 2020.

9. Data Security

We take the security of your personal data seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction, or disclosure. These measures include:

  • Secure HTTPS encryption on our website
  • Restricted access to personal data within the Foundation
  • Use of reputable, secure third-party processors with adequate data protection safeguards

While we take all reasonable steps to protect your data, no method of transmission over the internet is completely secure. If you believe your data has been compromised, please contact us immediately at secretary@ardennealumnifoundation.org.

10. International Data Transfers

The Ardenne Alumni Foundation operates across multiple jurisdictions, including Jamaica, the United States, Canada, and the United Kingdom. Where personal data is transferred outside of Jamaica, we ensure that appropriate safeguards are in place, including the use of third-party processors located in countries with adequate data protection standards.

11. Children’s Data

Our website is not directed at children under the age of 18. However, in connection with the Optima 5K Run or scholarship programmes, we may collect limited data relating to minors with the explicit consent of a parent or legal guardian. We handle such data with the utmost care and in compliance with the Jamaica Data Protection Act, 2020, which requires parental consent for the processing of children’s data.

12. Cookies and Website Analytics

Our website may use cookies and similar tracking technologies to improve your browsing experience and to understand how visitors use our site. You may control cookie settings through your browser. For full details, please refer to our Cookie Policy (where applicable).

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. Any updates will be posted on this page with a revised effective date. We encourage you to review this policy periodically. Continued use of our website or services following any update constitutes acceptance of the revised policy.

14. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the handling of your personal data, please contact our Data Privacy Officer:

Data Privacy Officer

Ardenne Alumni Foundation

C/o Ardenne High School, 10 Ardenne Road, Kingston 10, Jamaica

Email: secretary@ardennealumnifoundation.org

Telephone: 1 (876) 881-5355 | 1 (876) 213-1263

If you are not satisfied with our response, you have the right to contact the Information Commissioner of Jamaica or the relevant data protection authority in your country of residence.

Ardenne Alumni Foundation  |  secretary@ardennealumnifoundation.org