Caltech Development and Institute Relations GDPR Privacy Policy

General Data Protection Regulation Notice

Effective Date: May 25, 2018

Caltech complies with the European Union’s General Data Protection Regulation (GDPR) in connection with the Development and Institute Relations department’s (DIR) processing and collection of the Personal Information of residents of the European Economic Area (EEA) (consisting of the European Union, Iceland, Lichtenstein, and Norway).  The law sets forth a framework for various individual rights on how personal data can be used, processed, transmitted, and protected. DIR is committed to take reasonably necessary steps to ensure that your personal data is protected consistent with GDPR requirements.

Unless otherwise indicated on a specific Site, Caltech is the data controller for all information collected under this Privacy Notice. Contact information for Caltech’s Privacy Manager is listed at the end of this notice.

“Personal Information” is any information that reasonably can be used to identify you. If you are located in the EEA. Personal Information includes all Personal Data as defined under the GDPR.

Legal Basis

Consistent with GDPR requirements, Caltech’s DIR has a legal basis for collecting personally identifiable information (Personal Information) from residents of the EEA.  The legal basis depends on the circumstances in which we collect and use your Personal Information. In almost all cases, our processing of your personal information will fall into one of the following categories:

You may have provided your consent to allow us to use your data in a certain way, such as by signing up to receive emails from Caltech, participating in a survey or poll, or signing a pledge. If the processing is based on your consent, you may at any time withdraw your consent by contacting Caltech’s Privacy Manager at tye.welch@caltech.edu.  Your withdrawal of consent does not affect the lawfulness of our processing based on consent before its withdrawal

Sometimes the processing of your personal information is necessary to carry out the performance of a contract with you, such as processing a gift, sending you Caltech Magazine or other member benefits associated with your gifts and/or memberships, communicating with you about a donation, updating you on how your financial support is being used, and alerting you to special news and opportunities.

We also may collect and process your Personal Information based on DIR’s legitimate interests, including for the purpose of raising funds to pursue our mission by informing you of special opportunities to support programs or projects and informing you about Caltech’s educational and research activities and developments.

International Transfers

Personal Information that you provide to us may be transferred to, and stored at, a destination outside the EEA. For instance, this happens when it is processed or maintained by staff and/or systems operating in the United States. The information that you provide to us is stored on our secure servers or those of our service providers. We will take reasonably necessary steps to safeguard your data securely.

Data Retention

We will retain your Personal Information for as long as necessary in compliance with business requirements and legal document retention obligations. Even where you have exercised one of the rights listed below with respect to your personal data, we may have the right to retain your personal data for various purposes, including compliance with legal obligations, the performance of tasks carried out in the public interest, archiving purposes in the public interest, scientific or historical research purposes, statistical purposes, or the establishment, exercise, or defense of legal claims.

Your Rights

Individuals located in the EEA are provided with the following rights:

  • The right to be informed about the collection and use of your personal data;
  • The right to object to the processing of your personal data;
  • The right to rectification of any of your personal data that is inaccurate or incomplete;
  • The right to request the deletion of your personal data;
  • The right to restrict or limit the ways in which we process your personal data;
  • The right to transfer or obtain a copy of your personal data in an easily accessible format;
  • The right to withdraw consent;
  • The right to withhold consent to automated individual decision-making processes; and
  • The right to complain to a supervisory authority.

Please note that the above rights are not absolute. Caltech’s DIR may be entitled to reject requests where certain exceptions apply. To submit a request, please contact Caltech’s Privacy Manager, Tye Welch, by phone at 626.395.8633 or via email at tye.welch@caltech.edu.

Contact Information

If you have questions about Caltech’s policy on Confidentiality of Private Information, this or other Caltech privacy notices, Caltech’s privacy practices, or any other aspect of your privacy and the security of your Personal Information, please contact Caltech’s Privacy Manager at:

Tye Welch
Director of Compliance
Caltech
1200 E California Blvd
Pasadena CA 91125
Phone: 001.626.395.8633
tye.welch@caltech.edu

Caltech Privacy Notices

Caltech has additional privacy notices for specific situations where Caltech processes Personal Information, including:

  • Website and Mobile Application Users
  • Employees and Job Applicants
  • Visitors
  • Prospective and Current Students
  • Educational Programs
  • Research

To obtain a copy of any of these privacy notices please contact Caltech’s Privacy Manager.