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The Alumni Relations and Development Team Privacy Notice

Privacy Statement

The Alumni Relations and Development Team are committed to protecting your privacy, keeping your data safe and not doing anything with your personal data that you wouldn’t reasonably expect. This privacy notice describes how we collect, store, manage and protect your data and personal information.

The General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 (and, where applicable, EU GDPR) governs the way that organisations use personal data. Personal data is information relating to an identifiable living individual.

Transparency is a key element of GDPR, and this Privacy Notice is designed to inform you:

  • how and why the University uses your personal data,
  • what your rights are under GDPR, and
  • how to contact us so that you can exercise those rights.

The full University of Suffolk Data Protection and Privacy Policies are available here, this notice supplements these policies.

If you require any further details please contact giving@uos.ac.uk or call 01473 338000.

Who We Are and What We Do

The Alumni Relations and Development team supports the University through establishing and growing relationships with stakeholders, developing and growing our Alumni Community, and raising philanthropic funds to enhance opportunities for our students, staff and local communities. The team report directly to the Business Engagement, Careers and Employability Directorate.

The University of Suffolk holds student data of those students registered to study. Once an award has been conferred you become part of our Alumni community which contacts you periodically. This privacy notice makes you aware of how and why your personal data will be used, namely for the purposes of contact from the University Alumni community after conferral of your award, and how long it will usually be retained for. The University of Suffolk is a "data controller". This means that we are responsible for deciding how we hold and use personal information about you.

Our responsibilities and legal basis for processing your data

As part of our work we process and store personal information relating to students, staff, alumni, current and potential supporters and friends of the University and we therefore adhere to all relevant data protection regulation. We take our responsibilities seriously and ensure all personal information we obtain is held, used, transferred and processed in accordance with the law.

The Alumni Relations and Development team process information and data outlined in this privacy notice in pursuit of our legitimate interests in:

  • Effectively communicating with alumni, Honorary Graduates and Fellows, stakeholders and current and potential supporters; providing and promoting benefits and services to these interested parties.
  • Helping the University to achieve it's strategic objectives through philanthropic donations

We are likely to pursue these legitimate interests by contacting you by email, post or social media. We may also contact you by telephone.

Information about how you can manage the ways that we contact you, including how to opt out, is outlined below.

Under the General Data Protection Regulation (GDPR) our processing is necessary for the performance of your student contract and for the legitimate interests of the University.

The data we hold

Your name and contact details are first collected by the University upon application and again at graduation to ensure that the University’s core purpose can be undertaken.  The Alumni Relations and Development team maintain a record of all former students of the University and, therefore, we hold a record of the degree you are awarded in perpetuity. Graduation information is published each year in graduation books and is therefore considered to be in the public domain. If we become aware that your name has changed we will update our records to reflect this, keeping a record of your previous name to ensure you can be identified.

Your name, email address, telephone number and anything else are transferred to Access Charity CRM held for the purposes of managing our relationship with you.

Unless you have requested otherwise, your data will be used and processed for a full range of communications, this is likely to include:

  • Sending University publications and updates
  • Notification of and invitation to events
  • Fundraising communication
  • Promotion of services for alumni

Data Analysis and Updating Your Details

The University of Suffolk is a community impact University and takes its obligation to make a difference to the communities it serves very seriously. To extend the reach and impact of this work raising philanthropic funds is essential and the University of Suffolk is a fundraising University. We therefore may gather information about individuals from publicly available sources – for example, Companies House, the Electoral Register and the media – to help us to understand more about you as an individual and your ability to support the University, including financially.

At present the University of Suffolk does not carry out wealth screening and has no plans to do so. If this were to change this privacy notice would be updated and individuals will have the right to opt out of this process.

We also use publicly available information to carry out due diligence on donors in line with the University’s Code of Ethical Fundraising Practice and Fundraising Policy and to meet money laundering regulations. We are a member of the Fundraising Regulator and committed to the Regulator’s Code of Fundraising Practice. All fundraising activity is monitored by the University Executive Committee and University Board, ensuring we abide by our Ethical Code of Fundraising Practice and Fundraising Policy (link).

Many of our alumni choose to manage and update their own details via our website. If you complete the update your details form we will assume consent has been given for us to update your records and communicate with you using that information. Contact details provided directly by you will update any previous preferences unless you inform us otherwise. 

Data Protection Principles

  • We will comply with data protection law and principles, which means that your data will be:
  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept securely.

Future changes

All personal data will be processed in accordance with the Data Protection Act 2018 and General Data Protection Regulations. If you have any queries or concerns about the use of your personal data regarding including withdrawing your consent, please contact us using the details below:

 

Alumni Relations and Development team
University of Suffolk
Waterfront Building
Neptune Quay
Ipswich
IP4 1QJ

Email: giving@uos.ac.uk or alumni@uos.ac.uk