Privacy Policy

Privacy Policy - Bute House Alumnae

Last updated: June 2026

This Privacy Policy explains how Bute House Preparatory School collects, uses and protects your personal data when you use the Bute House Alumnae website and submit information through our alumnae registration form. We are committed to protecting your privacy and handling your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The data controller for this website is:

Bute House Preparatory School

Luxemburg Gardens, Hammersmith, London W6 7EA

Email: mail@butehouse.co.uk

The alumnae website is hosted and powered by ToucanTech Ltd, who act as our data processor. They process data solely on our instructions and in accordance with a data processing agreement between Bute House and ToucanTech.

2. What data we collect

When you complete the alumnae registration form, you may provide some or all of the following information:

• Name
• Email address
• Postal address
• Phone number
• Year of leaving Bute House
• Current occupation or place of study
• Any other information you choose to share with us

Completing this form is entirely optional. You are free to provide as much or as little information as you wish, and you may leave fields blank if you prefer.

We may also collect limited technical data automatically, such as your IP address and browser information, via cookies or analytics tools used by the website platform. Please see Section 7 (Cookies) for more information.

3. Why we collect your data and our legal basis

• We collect and process your personal data for the following purposes:
• To maintain a record of our alumnae community
• To contact you about alumnae events and reunions
• To share news and updates from Bute House
• To invite you to participate in fundraising activities or school initiatives
• To support the ongoing relationship between the school and its former pupils

Our legal basis for processing your data is:

Consent (UK GDPR Article 6(1)(a)): where you have actively chosen to submit the registration form and opt in to communications from us.

Legitimate interests (UK GDPR Article 6(1)(f)): where it is in our legitimate interest as a school to maintain and develop our alumnae community, provided this does not override your rights and interests.

4. How we store and protect your data

Your data is stored securely on the ToucanTech platform, which uses dedicated cloud servers hosted by Amazon Web Services (AWS) within the EU. Industry-standard security measures are in place, including firewalls, encryption, anti-virus protection, and data backup procedures. Access to your data is restricted to authorised members of the Bute House team and ToucanTech staff who require it to operate and support the platform.

5. How long we keep your data

We will retain your personal data for as long as is necessary to fulfil the purposes for which it was collected, or for as long as you remain a member of our alumnae community. If you ask us to remove your data, we will do so promptly, retaining only the minimum information needed to record your request and ensure we do not inadvertently re-add your details.

6. Who we share your data with

We do not sell your personal data. We may share it only in the following circumstances:

ToucanTech Ltd, as our data processor, to operate and maintain the alumnae platform

Service providers who support the running of the website, such as hosting, analytics, and email delivery services, all bound by appropriate data protection agreements

Legal or regulatory authorities, where we are required to do so by law

7. Cookies

The alumnae website may use cookies and similar tracking technologies to help the site function correctly and to understand how it is being used. These may include session cookies (which expire when you close your browser) and analytics cookies. Where cookies are not strictly necessary for the site to operate, we will ask for your consent before placing them. You can manage or disable cookies through your browser settings at any time.

8. Your rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you
• Request correction of any inaccurate or incomplete data
• Request erasure of your data (the ‘right to be forgotten’)
• Withdraw your consent at any time, without affecting the lawfulness of processing carried out before withdrawal
• Object to processing carried out on the basis of legitimate interests
• Request that we restrict the processing of your data
• Request a copy of your data in a portable, machine-readable format
• Lodge a complaint with the Information Commissioner’s Office (ICO)

To exercise any of these rights, please contact us at mail@butehouse.co.uk. We will respond within one month of receiving your request, in line with our obligations under UK GDPR.

9. Complaints

If you are unhappy with how we have handled your personal data, please contact us in the first instance at mail@butehouse.co.uk. If you remain unsatisfied, you have the right to make a complaint to the UK Information Commissioner’s Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.

10. Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will update the date at the top of this page. We encourage you to review this policy periodically. Continued use of the alumnae website following any changes constitutes acceptance of the updated policy.

Bute House Preparatory School • Luxemburg Gardens, Hammersmith, London W6 7EA • mail@butehouse.co.uk