Privacy notice – alumni and donors
This statement explains how the University of Roehampton handles and uses the personal data we collect about our alumni and our past, current and future supporters, whether donors, volunteers or participants in membership groups that we run.
Developing a better understanding of our alumni and supporters allows us to keep in touch with you, in order to keep you apprised of our activities and developments, to provide services to you, and to identify ways in which you can support us, through donations or other forms of financial and non-financial support such as volunteering or mentoring.
We are committed to protecting your personal information and being transparent about what information we hold. The University has a robust Data Protection Policy in place, which should be read in conjunction with this notice. Further information can also be found on our data protection webpages.
Our Alumni and Donor records typically contain the following information. If you are a student or have studied at the University, the majority of this information will have been transferred from your student record.
- Contact Information (email, telephone number, address etc)
- Student ID number
- Academic progress information (course, department, qualification, year graduated etc)
- Survey responses
- Mentoring and volunteering status
- Marital status
- Nationality and domicile
- Details of any scholarships received
- Interests at University, including faith
We may also record information you send to us and, in some cases, publicly available information and information from our partners. The purposes of this is to maintain and augment our records, and may include:
- Employment status, profession, place of work, salary
- Any power of attorney
- Bank details (related to any donation to the University)
- Donation history, including future pledges
- Tax status and Gift Aid declaration information
How your personal data is used by the University
We will use the personal data outlined above for the following purposes:
- Maintaining a record of University alumni
- Conducting statutory and non-statutory surveys
- Sending University and College newsletters via post and email
- Sending invitations to events
- Sending requests to conduct case studies
- Sending electronic communications, postal letters, and making telephone calls giving information about fundraising appeals and campaigns
- Sending fundraising letters
- Making fundraising telephone calls (excluding automated calls, calls to TPS registered numbers, and calls to data subjects who have previously objected to receiving calls)
The legal basis for processing your personal data for the above purposes if that is necessary in the pursuit of the University's legitimate interests as set out in Paragraph 3 above. The University will communicate with you in a reasonable manner, and does not consider that there is any impact on your interests, rights or freedoms.
If we have your consent, we will also use your personal data for the following activities:
- Sending texts and electronic communications asking you to participate in fundraising appeals and campaigns
Before seeking or accepting major donations we are required to conduct due diligence, including reviewing publicly available personal data relating to the donor's criminal convictions and offences.
The University will not use your personal data to carry out any automated decision-making that has any legal or significant effects on you.
The University will need to share your personal data with the following third parties:
- Statutory bodies, including the Higher Education Statistics Agency (HESA), the Higher Education Funding Council for England (HEFCE), the Office for Students (OfS) and others
- Wholly owned University subsidiary companies
- The University's constituent colleges – Digby Stuart College, Southlands College, Whitelands College, Froebel College
- Third party organisations engaged by the University as data processors
Some personal contact information such as your name and email address, may be shared with venues outside of the European Union where we hold events overseas, for the purpose of the venues' own security measures.
The University has put the following safeguards in place for this personal data sharing:
- All data transfers are conducted through secure password protected files or secure file sharing platforms.
- All third party partners are required to have their own data security policies.
In certain circumstances the University may share your personal data with other third parties, with or without prior notification, but will only do so in compliance with its legal obligations.
Protecting your data
The University will ensure that it has adequate data sharing or contractual agreements in place before any transfers with external parties take place. We will not sell your personal data to third parties under any circumstances, or permit any third parties to sell the data we have shared with them. We may facilitate communication between individual alumni, but will not do so without the permission of all parties.
Your data will be stored safely and securely. The University considers that the relationship with its alumni, donors and volunteers is lifelong. We will therefore keep your personal data indefinitely, unless you request that it is deleted, or we have reason to believe that it is no longer accurate.
The University will always respect your communication preferences, and if you would like to withdraw your consent, opt out of receiving communications from the University or change your communications preferences, then you can contact firstname.lastname@example.org.
As a data subject you may also have the right to:
- Access a copy of your personal data, or ask for it to be corrected or erased.
- Request a copy of your data in a commonly used, portable format.
- Ask us to restrict processing of your personal data (pending correction)
Requests to exercise data subject rights will be handled in line with the University's Data Subject Rights Procedure.
Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, subject(s), graduation details, unique University identification number and date of birth) to ensure we do not contact you inadvertently in future, and to maintain your academic record for archive purposes. We may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting matters).
We will publish on our website any changes we make to this data protection statement and notify you by other communication channels where appropriate.
The University of Roehampton is registered with the Information Commissioner's Office, and acts as data controller for the personal data outlined in this notice.
You can raise any queries relating to the processing of your personal data with the University's Data Protection Officer, whose name and contact details are available on the University website.
You have the right to make a complaint about the University's handling of your personal data to the Information Commissioner's Office, and can do so at http://ico.org.uk/concerns/.
Updated 2 November 2018