How We Use Your Personal Information

This statement explains how the Centre for Better Futures (“we” and “our”) handles and uses personal data we collect about individuals who interact with us in connection to the Better Futures Programme and broader Centre activities (“you” and “your”).

In broad terms, we use your data to coordinate programme engagement, provide updates, manage event and alumni communications, and maintain relationships with those interested in or connected to our work. We use this information to deliver services, share opportunities, and grow a dynamic, purpose-driven community.

We will retain your data until you request us to do otherwise or until it is no longer relevant. When we make changes to this statement, we will update the version on our website and communicate through other appropriate channels.

The controller for your personal data is the Centre for Better Futures, based at Downing College, University of Cambridge. The person 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, is the Strategic Communications Manager. If you have any questions about this statement or how we manage your data, please contact hello@centreforbetterfutures.org.

The legal basis for processing your personal data is our legitimate interest in delivering the Better Futures Programme and related Centre activities. This includes engaging with individuals in a professional or community capacity, where we have assessed that this does not adversely affect your rights and freedoms. You can request more detail on our rationale or withdraw your consent at any time.

How your data is used by the Centre for Better Futures

We collect and process your personal data, as specified below, for a number of purposes, including:

1. Managing your relationship with the Centre, including expressions of interest, event registrations, participation in activities, and your role within the community.
2. Coordinating logistics and communications for events, meetings, and relevant activities.
3. Sending relevant updates, opportunities, and newsletters based on your role, interests, or previous engagement.
4. Sharing essential data with our delivery partner, PACE, for joint programme coordination and planning.
5. Supporting internal reporting and strategic planning
6. Inviting you, with consent, to participate in case studies or community features that showcase the impact of the Centre and its network.

Further details are provided in the Annex. If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us at the address given below.

Communications

When you first engage with the Centre for Better Futures—whether by filling out a form on our website, registering for an event, or being introduced via a referral—we may follow up with relevant programme updates, invitations, or information about the Centre’s activities.

If you opt in through our website, we’ll add you to our mailing list. If you’re introduced via referral (e.g. by email), we will only contact you in ways that align with the nature and spirit of that introduction.

If you are already receiving communications from us, you can update your preferences or ask us to stop at any time by contacting hello@centreforbetterfutures.org. We aim to keep our communications relevant, respectful, and occasional.

How we collect your data

We only retain and use this information when it is relevant to our mission and aligns with the spirit of the introduction. You may ask us to remove your data at any time.

How we share your personal data

Access to your personal data is restricted to core members of the Centre for Better Futures team, contracted consultants, and part-time communications or operational support staff.

We do not sell or share your personal data with third parties for unrelated purposes. On occasion, we may share limited information with our trusted university co-delivery partner, PACE, solely for the purpose of supporting the programme pipeline or coordinating related activities.

Your rights

You have the right: to ask us for access to, rectification or erasure of your data; to restrict processing (pending correction or deletion); to object to communications or direct marketing; and to ask for the transfer of your data electronically to a third party (data portability). Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.

We retain your data as long as it is relevant to our ongoing relationship with you. Where you opt out of all future communications or exercise your right to erasure, we will continue to retain a minimal record—such as your name, email address, the year or stage of your engagement with the Centre, and your opt-out status. This helps ensure we do not contact you inadvertently in the future and allows us to maintain the integrity of our historical records.

We do not retain any sensitive application content, notes, or non-essential data once you have requested full erasure. We may also need to retain basic financial records for statutory compliance if you have supported the Centre or programme in a financial capacity.

You retain the right at all times to lodge a complaint about how we manage your personal data with the UK Information Commissioner’s Office at https://ico.org.uk/concerns.

To make a request, please contact hello@centreforbetterfutures.org.

Systems and storage

Your data is securely stored within HubSpot and accessed only by members of the Centre team or vetted contractors. We retain data as long as it is relevant, and review disengaged records on a regular basis.

ANNEX

We collect and process your personal data, as specified below, for a number of purposes, including:

1. Managing your relationship with the Centre, including applications, expressions of interest, event registrations, and community roles.
   We retain personal data such as:
   i) Full name, email address, and other contact information
   ii) Organisation, job title, and professional affiliations
   iii) Country or region
   iv) Role or relationship to the Centre (e.g. applicant, advisor, mentor, funder, alumnus)
   v) Source of engagement (e.g. referral, website form, event introduction)
   vi) Registration form messages, meeting or interview notes
   vii) Event attendance records
   viii) Stated programme interests or impact themes
   ix) Communications preferences

2. Coordinating logistics and communications for events, meetings, and other activities
   We retain personal data, including:
   i) records of your event registrations and attendance
   ii) dietary or access needs (where provided)
   iii) logistical communications (e.g. calendar invites, reminders, updates)
   iv) scheduling notes or preferences, where relevant
   
3. Sending updates, opportunities, and newsletters
   We retain personal data, including:
   i) your stated communications preferences or opt-in/opt-out status
   ii) history of interactions with programme communications (e.g. emails opened, links clicked)
   iii) your name and contact information for mailing purposes

   4. Sharing data with our delivery partner, PACE
   As co-deliverers of the Better Futures Programme, we may share selected information with PACE, including:
   i) your name and contact details
   ii) your programme interest area
   iii) Source of engagement (e.g. referral, website form, event introduction)
   iv) Limited notes to support joint coordination and programme delivery

   PACE may also provide relevant information to us, such as:
   i) select application details (e.g. programme focus area or stated interests)
   ii) contact information submitted through their systems
   iii) any notes necessary for collaborative review or engagement

   All exchanges are limited to what is necessary for the effective and responsible joint delivery of the programme.

   No data is shared with other third parties or used for commercial purposes.

   5.  Supporting internal reporting and strategic planning

   We retain data to help us track individuals through the pipeline and coordinate internal follow-up. This includes:
   i) contact source (e.g. referral, website, event) and who introduced us
   ii) notes on recent interactions, outstanding actions, and relevant next steps
   iii) internal tags or inferences (e.g. sector, likely programme type or fit) to support prioritisation and discussion during team meetings

   6. Inviting you to participate in community features, with your consent
   If appropriate, we may invite you to:
   i) be featured in a programme story, case study, or spotlight piece
   ii) contribute a quote, insight, or image for communications
   iii) engage in interview or testimonial-based features

   We will always request and receive your explicit consent before publishing any identifiable information.

   Last updated: June 2025

   Centre for Better Futures Strategic Communications Manager