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Nalanda Old Boys’ Association UK

Effective date: 20 August 2026
Last reviewed: 20 August 20261. ABOUT THIS PRIVACY NOTICE

Nalanda Old Boys’ Association UK (“NOBA UK”, “the Association”, “we”, “us” or “our”) is committed to protecting the privacy and personal information of its members, prospective members, supporters, volunteers, event participants and other individuals who interact with the Association.

This Privacy Notice explains what personal information we collect, why we collect it, how we use and protect it, who we may share it with, how long we retain it, and the rights individuals have in relation to their personal information.

We process personal information in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and the Data (Use and Access) Act 2025, as amended from time to time.

For the personal information covered by this Privacy Notice, NOBA UK will normally act as the data controller, meaning that we determine the purposes and means by which personal information is processed.

2. PERSONAL INFORMATION WE MAY COLLECT

We only collect personal information that is reasonably necessary for the activities and administration of the Association.

Depending on your relationship with NOBA UK, this may include:

full name;
email address;
telephone or mobile number;
postal address;
membership information;
Nalanda College attendance information, including relevant years or cohort/batch information;
information reasonably required to establish or verify eligibility for membership;
membership status and membership history;
account username and authentication information;
communication preferences;
records of correspondence with the Association;
event registrations and attendance;
committee, office-bearer, volunteer or other Association roles;
information relating to payments, subscriptions, donations or event fees;
photographs or video recordings taken at Association events, where appropriate;
technical information generated when you use our website or online services, such as IP address, browser information and basic website usage information; and
any other information you voluntarily provide to us.

We seek to collect only information that is adequate, relevant and limited to what is necessary for the purpose for which it is processed.

Payment information

Where payments are made electronically through a third-party payment provider, payment card information may be processed directly by that provider.

NOBA UK does not intentionally store complete payment card numbers, card security codes or other full payment credentials unless this is expressly required and appropriate safeguards are in place.

3. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information:

directly from you when you join, register, update or verify your membership details;
when you create or maintain an online account;
when you contact or correspond with us;
when you register for or attend an Association event or activity;
when you make a payment, donation or membership contribution;
when you volunteer or serve on the Committee or in another Association role;
through our website and associated systems;
from existing Association membership records; and
where reasonably necessary, from other legitimate sources for the purpose of verifying membership or maintaining accurate Association records.

Where information is obtained from another source, we will handle it in accordance with applicable data protection law.

4. WHY WE PROCESS YOUR PERSONAL INFORMATION

We may process personal information for the following purposes:

Membership administration

To:

establish and maintain an accurate register of NOBA UK members;
determine or verify eligibility for membership;
update and verify member information;
administer membership applications, renewals and membership status;
authenticate members and manage member accounts; and
maintain accurate historical and administrative records of the Association.

Association administration and governance

To:

administer the Association in accordance with its Constitution;
communicate notices, meetings, Annual General Meetings and other Association business;
administer elections, nominations and voting processes;
maintain records required for proper governance and accountability;
administer Committee and volunteer activities; and
meet applicable legal and regulatory obligations.

Communications

To:

communicate with members about Association activities;
provide administrative and membership information;
distribute newsletters and Association updates;
notify members about events, programmes, projects and activities; and
respond to enquiries and requests.

Events and activities

To:

organise and administer Association events and activities;
manage registrations, attendance and payments;
communicate with participants; and
maintain appropriate records relating to those activities.

Financial administration

To:

administer membership fees, donations, event payments and other authorised transactions;
maintain appropriate accounting and financial records; and
comply with legal, taxation, accounting and regulatory requirements.

Security and protection

To:

protect the Association’s website, membership database and other systems;
prevent unauthorised access, fraud or misuse;
verify identity where appropriate; and
protect the rights, property and interests of the Association and its members.

5. OUR LAWFUL BASES FOR PROCESSING

Under UK data protection law, we must have a lawful basis for processing personal information. Depending upon the particular processing activity, we may rely on one or more of the following:

Legitimate interests

We may process personal information where it is necessary for the legitimate interests of NOBA UK or its members and those interests are not overridden by the individual’s interests, rights or freedoms.

Our legitimate interests may include:

maintaining an accurate membership database;
administering and developing the Association;
verifying membership;
communicating with members about Association matters;
organising events and activities;
maintaining appropriate governance records;
protecting Association systems and information;
preventing fraud, misuse or unauthorised access; and
promoting participation in the legitimate activities and objects of the Association.

Where we rely on legitimate interests, we will consider the necessity and proportionality of the processing and the impact upon the individuals concerned.

Contract

We may process information where this is necessary to perform a contract with you or to take steps at your request before entering into a contract.

Legal obligation

We may process personal information where this is necessary to comply with a legal or regulatory obligation to which the Association is subject.

Consent

Where appropriate, we may rely upon your consent. Where processing is based upon consent, you may withdraw your consent at any time. Withdrawal will not affect the lawfulness of processing undertaken before consent was withdrawn.

Vital interests

In exceptional circumstances, we may process personal information where necessary to protect someone’s life or vital interests.

Different lawful bases may apply to different processing activities.

6. MARKETING AND ASSOCIATION COMMUNICATIONS

We may communicate with members about the administration, governance, events, activities and purposes of NOBA UK where we have an appropriate lawful basis for doing so.

Where a communication constitutes direct marketing, we will comply with applicable data protection and electronic communications requirements.

Where required, we will obtain consent before sending marketing communications.

You may opt out of marketing communications at any time by using an unsubscribe facility provided in the communication, where available, or by contacting us.

Opting out of marketing communications will not necessarily prevent us from sending essential administrative, governance, membership or service-related communications where we have another lawful basis for doing so.

7. COOKIES AND WEBSITE INFORMATION

Our website may use cookies and similar technologies that are necessary for its operation, security and functionality.

Where non-essential cookies, analytics or similar technologies are used, we will provide appropriate information and obtain consent where required by law.

Further information may be provided through a separate Cookie Notice or cookie-management facility on our website.

8. SHARING PERSONAL INFORMATION

NOBA UK does not sell members’ personal information.

We may share personal information only where reasonably necessary and where there is an appropriate lawful basis.

This may include sharing information with:

authorised Committee members, office-bearers or volunteers who require access for legitimate Association purposes;
organisations providing website hosting, membership management, email, IT, payment, event-management or other services to the Association;
professional advisers such as accountants, auditors, insurers or legal advisers;
banks and payment service providers;
government departments, regulators, courts, law-enforcement bodies or other authorities where disclosure is required or permitted by law; and
other parties where you have specifically authorised the disclosure.

Where third-party service providers process personal information on our behalf, we will take reasonable steps to ensure that appropriate contractual, confidentiality and data-protection arrangements are in place.

Access to membership information will be limited, so far as reasonably practicable, to those who require it for legitimate Association purposes.

9. INTERNATIONAL TRANSFERS

Some service providers used by the Association may process or store personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection law.

This may include relying upon UK adequacy regulations or using approved contractual safeguards or another lawful transfer mechanism.

10. HOW LONG WE KEEP PERSONAL INFORMATION

We will not retain personal information for longer than reasonably necessary for the purposes for which it was collected.

Retention periods may vary according to the type of information and the reason for processing it.

In determining an appropriate retention period, we may consider:

the continuing membership or relationship with the Association;
the purposes for which the information is held;
legal, accounting, taxation and regulatory requirements;
the Association’s governance and historical record-keeping requirements;
the establishment, exercise or defence of legal claims; and
security, fraud-prevention and dispute-resolution requirements.

When personal information is no longer required, we will take reasonable steps to securely delete, destroy or anonymise it.

Certain basic historical membership or governance records may be retained for longer periods where there is a legitimate and proportionate reason for doing so.

11. SECURITY OF PERSONAL INFORMATION

We take reasonable and appropriate technical and organisational measures to protect personal information against accidental or unlawful destruction, loss, alteration, unauthorised disclosure or access.

These measures may include, as appropriate:

restricting access to authorised persons;
password and account controls;
appropriate authentication procedures;
secure hosting and storage arrangements;
access controls for membership records;
backups and system-security measures; and
appropriate confidentiality requirements for persons handling member information.

No internet-based or electronic system can be guaranteed to be completely secure. However, we will take reasonable steps appropriate to the nature and risk of the information we process.

12. PERSONAL DATA BREACHES

Where we become aware of a personal data breach, we will assess and manage the incident in accordance with applicable data protection law.

Where legally required, we will notify the Information Commissioner’s Office (“ICO”) and, where applicable, affected individuals within the periods prescribed by law.

13. CHILDREN’S INFORMATION

NOBA UK is principally an alumni and membership organisation.

We do not knowingly create ordinary membership accounts for children unless membership or participation is permitted under the Association’s Constitution or rules and the processing is lawful and appropriate.

Children may nevertheless attend family, sporting, educational, cultural or community events organised or supported by the Association.

Where we need to process children’s personal information in connection with such activities, we will take particular care to protect their rights and interests and will obtain parental or guardian consent where this is required or appropriate.

14. YOUR DATA PROTECTION RIGHTS

Depending upon the circumstances and the lawful basis relied upon, you may have rights under UK data protection law including:

the right of access to your personal information;
the right to rectification of inaccurate or incomplete information;
the right to erasure in certain circumstances;
the right to restrict processing in certain circumstances;
the right to data portability where applicable;
the right to object to certain processing;
rights relating to certain automated decision-making; and
the right to withdraw consent where processing is based upon consent.

These rights are not absolute and may be subject to exemptions or limitations provided by law.

YOUR RIGHT TO OBJECT

Where we process your personal information on the basis of legitimate interests, you have the right to object to that processing in certain circumstances.

Where personal information is processed for direct marketing purposes, you have the right to object to that processing at any time.

To exercise any of your rights, please contact us using the details below.

We may need to verify your identity before acting upon a request.

15. DATA PROTECTION COMPLAINTS

If you have a concern or complaint about how NOBA UK has collected or used your personal information, please contact us in the first instance.

We will provide an appropriate means for individuals to make data protection complaints and will handle complaints in accordance with applicable legal requirements.

We will acknowledge a data protection complaint within the period required by law, investigate it appropriately and communicate the outcome to the complainant.

You also have the right to raise concerns with the UK’s independent data protection regulator:

Information Commissioner’s Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113

Making a complaint to NOBA UK does not affect your right to complain to the ICO.

16. CONTACTING US

For questions concerning this Privacy Notice, your personal information, the exercise of your data protection rights, or to make a data protection complaint, please contact:

Nalanda Old Boys’ Association UK

Email: admin@oldnalandians.co.uk

Alternative email: oldnalandiansuk@gmail.com

Website: www.oldnalandians.co.uk

If the Association appoints a Data Protection Officer or other designated data protection contact, their details will be published here.

17. CHANGES TO THIS PRIVACY NOTICE

We may amend this Privacy Notice from time to time to reflect changes in our activities, systems, practices or legal and regulatory requirements.

The latest version will be published on our website and will show the date on which it was last updated.

Where a change materially affects how we use personal information, we will take reasonable steps to bring the change to the attention of affected individuals where required or appropriate.

Last updated: 20 August 2026

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TERMS AND CONDITIONS OF WEBSITE USE

Nalanda Old Boys’ Association UK (NOBA UK)
Website: www.oldnalandians.co.uk

Effective date: 20 August 2026
Last updated: 20 August 2026

1. ABOUT THESE TERMS

These Terms and Conditions (“Terms”) govern your access to and use of the website operated by Nalanda Old Boys’ Association UK (“NOBA UK”, “the Association”, “we”, “us” or “our”), including any members’ area, online membership facilities, event-registration facilities and other services made available through the website (collectively, the “Website”).

By accessing or using the Website, creating an account, or using any members-only facilities, you agree to comply with these Terms.

If you do not agree with these Terms, you should not create an account or use any restricted areas or services of the Website.

Nothing in these Terms excludes or restricts any rights or protections which cannot lawfully be excluded under the laws of England and Wales.

2. RELATIONSHIP WITH THE CONSTITUTION

NOBA UK is governed by its Constitution.

These Terms regulate use of the Website. They do not replace, amend or override the Constitution.

Registration on the Website, verification of an account or access to a members’ area does not, by itself, create or confer membership of NOBA UK.

Membership eligibility, admission, membership categories, voting rights, suspension, termination and other rights and responsibilities of members are governed by the Constitution and any rules or procedures validly adopted under it.

Where these Terms conflict with the Constitution in relation to membership or governance of the Association, the Constitution shall prevail.

3. ELIGIBILITY AND REGISTRATION

Certain areas or functions of the Website may be restricted to eligible or verified members of NOBA UK.

Where registration is required, you must:

provide information that is accurate, current and complete;
provide information reasonably required to establish or verify your eligibility;
not knowingly provide false or misleading information;
keep your membership and contact information reasonably up to date; and
comply with any reasonable verification procedures operated by the Association.

NOBA UK may take reasonable steps to verify membership eligibility before activating or maintaining access to restricted areas of the Website.

Where information cannot reasonably be verified, we may request additional information or temporarily restrict access while verification is undertaken.

4. MEMBER ACCOUNTS AND SECURITY

Where you create an account, you are responsible for maintaining the confidentiality and security of your login credentials.

You must not:

disclose your password to another person;
knowingly permit another person to use your account;
access another member’s account without authority; or
attempt to circumvent any authentication or security measures.

You should notify NOBA UK promptly if you believe your account has been compromised or used without authority.

We may require a password to be changed or temporarily restrict an account where we reasonably believe this is necessary to protect the member, the Association, other users or the security of the Website.

5. ACCEPTABLE USE OF THE WEBSITE

You may use the Website only for lawful purposes and in a manner consistent with the legitimate objects, activities and interests of NOBA UK.

You must not use the Website to:

commit, encourage or facilitate any unlawful activity;
impersonate another person or misrepresent your identity or membership status;
obtain or attempt to obtain unauthorised access to another person’s account, personal information or restricted areas of the Website;
introduce viruses, malware or other harmful or malicious software;
interfere with the security, integrity, availability or normal operation of the Website;
attempt to circumvent Website security or access controls;
use automated tools, bots, scrapers or similar technologies to extract membership or other restricted information without our written permission;
collect members’ names, email addresses, telephone numbers or other personal information for unauthorised commercial, marketing or other purposes;
send spam, unsolicited commercial communications or other unauthorised mass communications;
harass, threaten, intimidate, defame or unlawfully discriminate against another person;
publish or transmit unlawful, defamatory, threatening, abusive, obscene or otherwise unlawful material;
infringe another person’s intellectual property, privacy or other legal rights; or
use information obtained through restricted areas of the Website for purposes unrelated to legitimate Association activities without appropriate authority.

Reasonable use of information for legitimate Association purposes remains subject to the Constitution, applicable Association policies and data protection law.

6. MEMBERSHIP INFORMATION AND DIRECTORY INFORMATION

Information made available through a members’ area or membership directory is provided for legitimate Association and membership purposes.

Access to such information does not give a user ownership of the information or an unrestricted right to copy, download, publish, disclose, sell or otherwise use it.

Unless expressly authorised by NOBA UK or permitted by law, users must not:

create independent databases from membership information;
provide membership information to third parties;
use membership information for commercial solicitation;
publish another member’s contact details publicly; or
use membership information for purposes inconsistent with the legitimate activities of the Association.

Personal information must be handled in accordance with applicable data protection law and the Association’s Privacy Notice.

7. USER-SUBMITTED CONTENT

The Website may allow users to submit photographs, comments, event information, articles, messages or other material (“User Content”).

You retain ownership of intellectual property rights you hold in your User Content.

By submitting User Content for publication through NOBA UK’s Website or official communication channels, you grant NOBA UK a non-exclusive, royalty-free licence to use, reproduce, display and communicate that material only to the extent reasonably necessary for the legitimate activities, administration, communications and promotion of the Association.

This licence does not transfer ownership of your User Content to NOBA UK.

You must ensure that:

you have the right to submit the material;
its use does not unlawfully infringe another person’s rights;
any necessary permissions have been obtained; and
the material does not breach these Terms or applicable law.

NOBA UK may remove or restrict User Content where it reasonably believes the content breaches these Terms, applicable law, the Constitution or legitimate Association policies.

8. PHOTOGRAPHS AND EVENT CONTENT

Photographs and video recordings may be taken at NOBA UK events and activities.

Where photographs or recordings containing identifiable individuals are used, NOBA UK will do so in accordance with applicable data protection law and its Privacy Notice.

Where appropriate, individuals will be given information about photography or recording at events and reasonable opportunities to raise concerns.

Nothing in these Terms constitutes an unlimited assignment of a person’s image, likeness, copyright or other rights to NOBA UK.

9. INTELLECTUAL PROPERTY

Unless otherwise stated, intellectual property rights in the Website and original content created by or for NOBA UK, including text, graphics, logos, designs, photographs, documents and other material, belong to NOBA UK or are used with appropriate permission.

You may view and, where appropriate, download or print Website content for personal use or legitimate Association purposes.

You must not reproduce, republish, sell, commercially exploit or materially modify protected Website content without permission from the relevant rights holder, except where permitted by law.

Nothing in these Terms transfers ownership of NOBA UK’s intellectual property to a Website user.

Third-party trademarks, photographs, documents and other intellectual property remain the property of their respective owners.

10. EVENTS, PAYMENTS AND DONATIONS

The Website may allow users to register for events, pay membership fees, purchase tickets, make donations or make other payments associated with legitimate NOBA UK activities.

Additional terms may apply to particular events, activities or transactions and will be communicated where appropriate.

Where a third-party payment provider is used, payment transactions may also be subject to that provider’s terms and privacy arrangements.

Unless otherwise stated, cancellation and refund arrangements applicable to an event or activity will be communicated when registration or payment is made.

Nothing in these Terms affects statutory rights that cannot lawfully be excluded.

11. PRIVACY AND PERSONAL INFORMATION

NOBA UK processes personal information in accordance with applicable UK data protection law and the Association’s Privacy Notice.

The Privacy Notice explains, among other things:

what personal information we collect;
why and how it is processed;
the lawful bases relied upon;
how information may be shared;
how long information may be retained;
the security measures applied; and
the rights individuals have concerning their personal information.

Acceptance of these Terms does not constitute consent to all processing of personal information.

Where consent is legally required for a particular processing activity, it will be obtained separately where appropriate.

12. COOKIES

The Website may use cookies and similar technologies.

Cookies necessary for security, authentication and essential Website functions may be used where permitted by law.

Where consent is required for non-essential cookies or similar technologies, users will be provided with appropriate information and choices.

Further information may be provided through the Association’s Cookie Notice or cookie-management facility.

13. THIRD-PARTY WEBSITES AND SERVICES

The Website may contain links to websites or services operated by third parties.

These links may be provided for information or convenience and do not necessarily constitute endorsement by NOBA UK.

NOBA UK does not control third-party websites and is not responsible for their content, availability, security, privacy practices or terms.

Users should review the applicable terms and privacy information before using third-party services.

14. WEBSITE AVAILABILITY

We aim to maintain the Website and its services to a reasonable standard but cannot guarantee that they will always be available, uninterrupted, secure or error-free.

We may temporarily suspend, restrict or modify all or part of the Website where reasonably necessary for:

maintenance;
security;
technical improvements;
legal or regulatory compliance; or
the proper administration of the Association.

Where reasonably practicable, we will seek to minimise unnecessary disruption.

15. SUSPENSION OR TERMINATION OF WEBSITE ACCESS

NOBA UK may temporarily restrict, suspend or terminate access to an account or restricted area where there are reasonable grounds to believe that:

these Terms have been materially breached;
an account is being used without authority;
information supplied for verification is materially false or misleading;
Website or member security is at risk;
access is being used unlawfully;
continued access may cause material harm to the Association or another person; or
restriction is required by law.

Where reasonably practicable and appropriate, the user will be informed of the reason for the restriction and given an opportunity to respond.

Suspension or termination of Website access does not automatically suspend or terminate a person’s membership of NOBA UK.

Any suspension or termination of membership must be undertaken in accordance with the Constitution and any applicable rules or procedures.

16. INFORMATION PROVIDED ON THE WEBSITE

NOBA UK will take reasonable care in maintaining information published on the Website.

However, Website content is generally provided for information concerning the Association and its activities and should not be regarded as professional, legal, financial or other specialist advice unless expressly stated otherwise.

We may correct, update or remove Website information where appropriate.

17. LIABILITY

Nothing in these Terms excludes or limits liability where it would be unlawful to do so.

In particular, nothing in these Terms excludes or limits liability for:

death or personal injury caused by negligence;
fraud or fraudulent misrepresentation; or
any other liability that cannot lawfully be excluded or limited.

Subject to the above, NOBA UK will not be responsible for loss arising solely from circumstances outside its reasonable control or from a user’s unlawful or unauthorised use of the Website.

NOBA UK will not be responsible for the content, availability or operation of independent third-party websites merely because the Website contains a link to them.

Nothing in these Terms affects any statutory rights or remedies available to a user under applicable law.

18. BREACHES OF THESE TERMS

Where a user breaches these Terms, NOBA UK may take reasonable and proportionate action to protect the Website, the Association and its users.

Depending upon the circumstances, this may include:

issuing a warning;
removing content;
restricting particular Website functions;
temporarily suspending Website access;
terminating Website access; or
reporting suspected unlawful conduct to an appropriate authority where necessary.

Any action concerning a person’s membership of NOBA UK must be taken separately in accordance with the Constitution

19. CHANGES TO THESE TERMS

We may amend these Terms where reasonably necessary to reflect changes in:

the Website or its functionality;
Association activities;
applicable law or regulation;
security requirements; or
the governance or administration of NOBA UK.

The current version will be published on the Website together with the date of the latest update.

Where a change materially affects registered users’ rights or obligations, we will take reasonable steps to bring the change to their attention.

Continued use of the Website following a change will be subject to the version of the Terms then in force, to the extent permitted by law.

20. GOVERNING LAW AND JURISDICTION

These Terms and any non-contractual obligations arising from or connected with them are governed by the laws of England and Wales.

Subject to any mandatory rights a user may have under applicable law, the courts of England and Wales shall have jurisdiction in relation to disputes arising from or connected with these Terms or use of the Website.

Nothing in this clause removes any mandatory statutory rights available to a consumer or other user.

21. SEVERABILITY

If any provision of these Terms is found by a court or other competent authority to be unlawful, invalid or unenforceable, that provision will, so far as possible, be treated separately from the remaining provisions.

The remaining provisions will continue in effect to the extent permitted by law.

22. NO WAIVER

If NOBA UK does not immediately enforce a right or provision under these Terms, this does not mean that the Association has waived that right or provision.

Any waiver must be clear and will apply only to the circumstances for which it is given.

23. CONTACT US

Questions concerning these Terms or use of the Website may be directed to:

Nalanda Old Boys’ Association UK (NOBA UK)

Website: www.oldnalandians.co.uk

Email: admin@oldnalandians.co.uk

Alternative email: oldnalandiansuk@gmail.com

Last updated: 20 August 2026

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