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Reed Smith Alumni
Privacy Policy
Reed Smith LLP and its affiliated entities (listed in the "Who is responsible for your personal data?" section below) (together "Reed Smith", "we", "our", or "us") are committed to respecting your privacy.
This Alumni Privacy Policy (“Policy”) sets out how we process your personal data in connection with the Reed Smith Alumni Network website (“Alumni Network website”) available at www.alumni.reedsmith.com. It specifies what data protection rights and options you may have under applicable laws. This Policy supplements the Reed Smith Privacy Policy.
The Alumni Network website is a place where existing and former employees and partners of Reed Smith (“Alumni”) have access to join a network and to certain member benefits such as alumni news and events. A limited group of “friends of the Firm” may also access the Alumni Network website to access job postings or at our discretion. A selected group of recruiters may also access the Alumni Network website to publish job postings subject to our discretion.
Your use of the Alumni Network website is subject to the Reed Smith Alumni Terms of Service. Please also refer to the Cookie Policy, which explains the use of cookies and similar technology via the Alumni Network website.
Who is responsible for your personal data?
For the purposes of the European Union ("EU") General Data Protection Regulation 2016/679 (the "GDPR"), the UK General Data Protection Regulation by virtue of the European Union (Withdrawal) Act 2018 (the "UK GDPR"), and the data privacy laws in other jurisdictions in which we operate including but not limited to the USA, UAE, and Singapore, the data controller (which term, if not defined by applicable law, means party responsible) for the personal data you provide or that we collect in connection with our Alumni Network website is Reed Smith LLP (of Delaware USA).
Which personal data do we collect and use?
In order for the Alumni Network website to function we require your name (including the last name you were known by at Reed Smith), your date of birth[1]*, Reed Smith email address, your last or current job title at Reed Smith, the year in which you joined Reed Smith and, if you are an alumni, the year you left and a current email address. Other than your date of birth and email address (which are not visible on your profile), this is your basic pre-populated profile (“Basic Profile”) which will be visible to other users of the Alumni Network website.
Where our relationship with you is in the United States of America, then your Basic Profile will also include your education information and the city, state, and country that you live in, which will be visible to others on the website.
For certain Reed Smith personnel and alumni this Basic Profile will be included automatically on the Alumni Network website and visible to others.
In addition to the Basic Profile, you have the choice to add the following information and also choose whether to make this information visible to other users, or provide it for Reed Smith use only to run the Alumni programme.
- Contact information, such as your name, job title, postal address (including, the city, state, and country where you reside), business address, mobile phone number and email address;
- Professional information, such as job titles, hire dates, previous roles, basic details of your time with Reed Smith and other employers, and professional experience;
- Education information, such as your university education and qualifications;
- Professional Boards/affiliations; other roles that you hold, such as board member, faculty, educational leader.
- Other personal information, such as links to your LinkedIn profile, Facebook and other social media information and your veteran status; and
- Biographical or diversity information, such as date of birth, disability, sexual orientation and/or race and ethnicity for diversity and equal opportunity monitoring purposes and for sending information concerning our events and publications which may be of interest to you. We may use health or disability information to help us manage events.
Please note that if you have already joined our alumni network during the course of your time with Reed Smith, we may invite you to continue to use the Alumni Network website. If we do, we will continue to hold your personal data in our Alumni Network website and it will be updated to show the date of departure after you leave Reed Smith (unless you opt out of alumni membership).
For all countries outside the United States of America the data we transfer to our Alumni Network website provider will be limited to the data required for the website to function as mentioned above. Alumni can update this Basic Profile in ‘My Profile’ on the website.
How we collect your personal data
We may collect personal data about you in the following ways, including:
- During the course of your time as Reed Smith personnel your personal data will be provided to our Alumni Network website to assist us in offering you a network and in furtherance of your employment or position at Reed Smith;
- When you register with our Alumni Network website or subscribe for our marketing, events and electronic communications;
- When you attend or participate in our alumni events and programmes;
- When you interact with our Alumni Network website by adding information to your profile;
- When you interact with Reed Smith directly, for example when requesting information by email (such as, Reed Smith marketing communications);
- Where we have records because you are an alumni of the firm, we may update your personal information from public sources; and
- Automatically when you use our Alumni Network website as described in the “Cookies” section below.
Most of the personal data you provide is optional unless the activity you have requested in the Alumni Network website requires the collection of information other than the Basic Profile.
We may collect and post positive news about you (job updates, awards, quotes in the newspaper, etc.) from professional networking sites and legal-related and other reputable news publications, to post on the Alumni News page. If you do not want positive news shared about you on the Alumni Network website or if you would like a news story about you removed from the Alumni Network website please email us. Where required by applicable laws we will seek your consent before posting.
Purpose and legal basis for using your personal data
We use your personal information for the below purposes, and if you are an EU/UK resident we rely on the below legal basis, to process your personal data.
|
Purpose |
Personal data |
Legal Basis (where applicable) |
|
Provision of our alumni membership and access to alumni network, including to create, verify and administer your account |
Contact and professional information plus date of birth. |
For our legitimate interests of providing our alumni network and website and, where relevant, to perform contractual obligations under Reed Smith Terms of service. |
|
Sending communications, such as newsletters, news about the firm, information on affinity groups, alumni benefits, event invitations, and surveys |
Contact, professional information, location.
Biographical/diversity information (such as sexual orientation and/or race and ethnicity). |
For our legitimate interests of providing our alumni network and website.
With your consent we may use information about your declared characteristics to send you event invites and other material which we think may be of interest to you based on those characteristics. |
|
Events management and to meet legal obligations concerning health and safety |
Contact and professional information and health /disability information. |
For our legitimate interests of providing our alumni network and to meet legal obligations where you provide us with health and/or disability information (for catering for example or to assist with access). |
|
Diversity and equal opportunity monitoring |
Contact, professional information, location, and sexual orientation and/or race and ethnicity. |
For our legitimate interests, and with your consent, when collecting information on special categories of data, and used on an anonymised basis for reporting. |
|
Monitor the use and effectiveness of our Alumni Network website |
Website access and usage information, professional information, location and/or any diversity information provided. |
For our legitimate interests of providing an effective alumni and personnel network. |
|
Monitor the use and security of the Alumni Network website |
Information collected by Cookies. |
For our legitimate interests to keep the website secure and its effective operation. |
|
Monitor the effectiveness of our communications from our Alumni. |
Contact information, location, professional and diversity information. |
For our legitimate interests of providing effective communications and marketing materials to our Alumni. |
|
Provide news updates regarding Alumni and Reed Smith personnel |
Contact information, location, professional information. |
For our legitimate interest of providing the alumni network and communicating updates to users. |
Alumni Network communications and marketing
From time to time, we may send you information about our Alumni Network, which may include newsletters, information and invitations to our events, opportunities and updates. You may also consent to receive publications and other information about Reed Smith by completing the form. If you are already subscribed for Reed Smith information you can update your preferences.
To opt out of receiving communications from the Alumni Network website click ‘My Profile’, Communication Preferences, on the website.
To opt out of our direct marketing communications click ‘unsubscribe’ at the bottom of our direct marketing communications sent to you or contact us.
Note that if you opt out, we will keep your name and email address in our database in order to prevent future communications from being sent.
Closing your Account
You can deactivate your alumni account, which will remove your Profile, within your ‘My Profile’ under system preferences, or by emailing us.
Disclosing your personal data and storing your personal data
Other than your Basic Profile, you decide the information you wish to put in your profile and whether or not to make that visible to others by using 'My Profile' on the Alumni Network website. If you do not want certain categories of personal data being visible to other alumni as part of your Profile you will be able to opt to keep these private (again within ‘My Profile’). Alternatively, you can deactivate your alumni account as stated above.
We may disclose your personal data to, or store your personal data with, third parties, including the following: (a) Reed Smith affiliates; (b) service providers including but not limited to the Alumni Network website provider and the provider of our client relationship management system (CRM) in accordance with our instructions only and/or pursuant to contractual terms; (c) prospective sellers or buyers of Reed Smith business or assets to which we might assign or novate any of our rights and obligations; (d) as required by applicable law; (e) to other users of the Alumni Network website, or (f) with your consent.
Transferring your personal data
The entity responsible for your personal data is Reed Smith LLP in Delaware in the United States of America. When you access our Alumni Network website, your personal data may be transferred outside the country of your residence. When transferring your personal data outside the country of your residence we will do so in accordance with the applicable data protection law, and in particular, with any applicable legal requirements for transferring personal data outside the jurisdiction in which it was originally collected. We will transfer your data within Reed Smith (see details on Reed Smith entities and structure).
Protection of your personal data
We adopt appropriate administrative, technical and organizational measures designed to protect your personal data from the risk of disclosure, destruction, loss or accidental, unlawful and unauthorized alteration, access, disclosure and use. We require any third-party recipients to use similar protective measures when accessing and processing the personal data we share.
How long do we keep your personal data
If you are an alumni, we will retain your personal data for so long as you have a profile on the Alumni Network website. If you do not have a profile on the Alumni Network website, personal data is retained in accordance with our data retention policy, which specifies the appropriate retention period for categories of data. Those periods are determined by the purpose for which the information is collected and used, taking into account the applicable data protection laws, legal and regulatory requirements to retain the information for a minimum period, limitation periods for taking legal action, and Reed Smith’s business requirements.
Your rights
The data protection laws applicable to you may provide certain rights for individuals. For a description of your rights and how to exercise them, please refer to our Reed Smith Privacy Policy.
This Privacy Policy and revisions
We reserve the right to update and change this Privacy Policy from time to time in order to reflect any changes to the way in which we process your personal data or changing legal requirements. Any changes we may make in the future will be posted on this page. Please check back regularly for any updates or changes. This Privacy Policy was first published on 17th October 2024 and last updated 17th October 2024.
Cookies
Our Alumni Network website use cookies and other tracking software. Please refer to our Cookie Policy for more information.
Notice of Financial Incentives
We may offer you financial incentives for the collection, sale, retention, and use of your personal data as the Alumni Site may include discounts to third party product and service offerings. Please note that participating in any incentive is entirely optional. We may add or change incentives or their terms at any time. Each financial incentive related to the collection and use of personal data is based upon our reasonable good faith determination of the estimated value of such data to our business.
Contacting us
Questions, comments and requests regarding this Privacy Policy should be addressed to our legal team.
[1] We use this for mapping / verification only. It is only visible to administrative users of the website.
Reed Smith Alumni Network Social Sign In: Privacy Notice
This privacy notice provides you with details of how we (Aluminati Network Group Ltd) collect, process and store your personal data when you access the Aluminate service (the ‘Service’) via this third-party application (‘App’).
LAWFUL BASIS AND PURPOSE OF PROCESSING
Aluminati processes your data in order to perform its contract, with the institution or organisation, to provide you with the Service. We will process your information for the following purposes;
- To verify your details in order to provide you with access to the Service
- To improve your onboarding experience onto the Service
- To increase your accessibility to the Service
We will only use your personal data for the purposes listed above unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing. We may process your personal data without your knowledge or consent where this is required or permitted by law.
By accessing the Service through this App, you agree to the collection and use of information in accordance with this privacy policy.
If you are unhappy with any aspect of how we collect and use your data, you have the right to complain to the Information Commissioner’s Office (www.ico.org.uk) however we would be grateful if you would contact us first if you do have a complaint so that we can try to resolve it for you.
Email: privacy@aluminati.net
Tel: 01638 676 232
WHAT PERSONAL DATA WE COLLECT
Personal data is any information capable of identifying an individual and does not include anonymised data. We may ask you to provide us with or automatically collect certain personally identifiable information that can be used to contact or identify you, including:
- Identity & Contact Data may include your first name and last name
- Contact Data may include your email address
- Technical Data may include your cookie data, information such as your device's internet protocol address (e.g., IP address), browser type, browser version, the time and date of your visit, unique device identifiers and other diagnostic data
We do not collect any sensitive data about you including details about your race or ethnicity, religious beliefs, sexual orientation, political opinions, trade union membership, health, criminal convictions and offences.
YOUR RIGHTS
For data processed under the lawful basis of ‘performance of a contract’, you;
- DO have the right to; be informed, request access, data portability, data rectification, restriction processing, erasure if there is no overriding ‘legitimate interest’ for continuing to process the data
- DO NOT have the right to object
To exercise these rights please email privacy@aluminati.net. We will likely have to request information from you to confirm your identity in order to ensure we are following instructions from the actual data subject concerned. No fee is payable for the exercise of these rights unless the request is clearly unfounded, repetitive or excessive in which case we may also legally refuse your request.
For more information on individual rights under the GDPR, go to the following site: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr
You have the right to lodge a complaint to the supervisory authority (the Information Commissioners Office); if you believe we are processing your data unfairly.
DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with third parties including:
- Our service providers who provide IT, hosting and system administration services
- Professional advisers including lawyers, bankers, auditors, insurers, financial advisers and corporate finance advisers who provide consultancy, banking, legal, insurance, accounting and financial services
- HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances
- Third parties to whom we sell, transfer, or merge parts of our business or our assets
- We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
INTERNATIONAL TRANSFERS
We make active efforts to engage in service providers who are based within the European Economic Area (EEA). Where this is not possible, we may need to engage service providers resulting in your personal data being transferred outside the EEA. Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:
- We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
- Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in Europe.
If none of the above safeguards is available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.
In addition to the above, your data may be temporarily transferred outside of the EEA during the course of our staff travelling abroad with personal data (for example meeting contact information and emails). There are appropriate safeguards in place to ensure the protection of your data - including encryption rendering the data unreadable in the case of loss or theft.
DATA SECURITY
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
DATA RETENTION
We will only retain personal data for as long as we need to fulfil the specified purposes we have collected it for as well as for satisfying legal, accounting, audit, or reporting requirements.
By law, for tax purposes, we have to keep certain data about our customers for six years after they cease being customers.
COOKIES & THIRD PARTY LINKS
We use cookies as described in the section above on how we use your data. If you choose to disable cookies in your browser certain parts of our service will cease to function.
Links from our website or other communications may link to third-party destinations over whom we have no control and do not take responsibility for their privacy statements or behaviours. Please read the privacy notice of these sites to understand their data policies.
Name and contact details of the data controller and data protection officer
Data Controller: Aluminati Network Group Ltd.
Address: Hyperion House, The Oaks, Newmarket, Suffolk, CB8 7XN
Data Protection Officer: Daniel Watts
Contact Details: privacy@aluminati.net