Alumni Privacy Notice

If you studied at the University, data collected by the University during your time as a student are transferred from your student record to the alumni database when you graduate. This is explained in the Student Privacy Notice

If you studied at the University, we process biographical, contact, and education details collected by the University during your time as a student.

We may also collect and hold personal information derived from publicly available sources (either directly or through internet search functions). These public sources may include LinkedIn, Twitter, Companies House and other business-related resources including company websites, The Queen's Honours lists, Royal Mail National Change of Address service, reliable news and press reports, and rich lists.

Examples of categories of personal data which we may hold are:

1. Biographical/ contact details – for example, your name, postal/ email address and telephone number, date of birth, gender, nationality, marital status, and student number
2. Your relationships with other alumni or supporters of the University
3. Education details
4. Professional details
5. Any preferences provided by you for a specific purpose such as access requirements or other adjustments and dietary preferences for event management purposes and your communication preferences
6. Philanthropic details – for example, your history of donations (of both time - for example, volunteering - and money) made to the University, your areas of philanthropic interest and your publicly known philanthropy
7. Engagement details – for example, your membership of clubs, societies and alumni groups, your attendance at College or University events, your relationships with other alumni, supporters of the University and Colleges and publicly -known relationships with non-University stakeholders
8. Photographs – including those we have taken (for example, at events or to accompany a published interview) and those which are in the public domain

The majority of the personal data that we hold is the information that you have provided to the University or information which is in the public domain. We only process data for specified purposes and if it is justified in accordance with data protection law.

We consider the processing of your personal data for these purposes to be necessary:

1. For the pursuit of the University's legitimate interests in fundraising, in support of the University's charitable mission and maintaining a strong relationship with our alumni and supporters
2. To enable the University to comply with its legal obligations, for example for compliance with money laundering rules and Gift Aid requirements
3. For the performance of tasks carried out in the public interest or in the exercise of our official authority, for example the completion of Destinations of Leavers from Higher Education/ Graduate Outcomes survey (for more information visit the HESA website) 
4. Very occasionally, when it is needed to protect your or another person's vital interests and you are not capable of giving your consent (for example, in an emergency)

Your information will be used throughout the University with only those staff who need to process your personal data for the purposes set out above.

Your personal data is shared as is necessary, on a considered and confidential basis, with several external organisations which assist with processing your information. Where this is the case, we will have formal agreements in place with any third party organisation and they will be acting in accordance with our instructions and will not process your data for any other purposes other than what we have asked them to do. Sometimes your personal data is processed by these organisations outside the European Economic Area (usually because they use cloud systems provided by companies such as Microsoft or Google). If this is the case then we always ensure appropriate safeguards are in place to ensure the confidentiality and security of your personal data.

It is also sometimes necessary for us to share personal data with third parties as follows:

1. Third parties engaged by the University to provide alumni, supporter and fundraising related services – we share biographical, contact and education details, professional details, volunteering and philanthropic details
2. Event venue providers – names and accessibility and assistance requirements and related information
3. The Charity Commission – for compliance with charity law
4. The Office for Students - as our principal regulator for charity law purposes
5. HMRC - as required for Gift Aid purposes; and
6. Occasionally and when necessary internal and external auditors or regulators

We will never share your personal data with external organisations for marketing their products or services. We do not sell your personal data and never will, to anyone, under any circumstances.

We will retain most of your data indefinitely in support of your lifelong relationship with the University, or until there is no longer a legal basis for holding it, or you object to the use of your data for direct marketing purposes.