Privacy Information for Alumni, Supporters and Friends


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This Privacy Notice applies to alumni of the University and people who wish to support the University and its activities, and friends of the University who may aid or assist it in some way. It explains how we will process your personal data.

What information do we hold?

We hold a range of personal data about you, the vast majority of which we obtain from you. Depending on your relationship with us, examples of categories of personal data which we may hold are:

  • personal identifiers and biographic information (such as your name, gender, date of birth, student/ alumni number)
  • contact details and communication preferences (such as email address)
  • information about your time at University (such as courses studied, society memberships, scholarships received)
  • professional details (such as where you work, your position)
  • your current interests, activities and accolades
  • relationships to other alumni, supporters and friends
  • your support for the University (such as your donations, volunteering or advocacy)
  • your engagement with the University such as event attendance, direct communications with us)
  • how you may support us (such as likelihood and capacity to donate or volunteer)

How do we use it and why?

In general terms, we process your personal data for the purposes of alumni and supporter engagement activities, including volunteering, fundraising and advocacy.

We only process data for specified purposes and if it is justified in accordance with data-protection law.

We use your data to:

  • send you relevant communications (such as emails with latest developments from the University)
  • offer you beneficial services (such as events and webinars with sector leading experts, networking opportunities, mentoring and careers advice)
  • process your donation (and any Gift Aid claims)
  • undertake due diligence in accordance with our Gift Acceptance Policy
  • ensure you are thanked for your support (such as sharing stories from those who have benefited from your support via our magazine)
  • identify future opportunities for providing support which may be of interest to you (such as asking you to speak to current students or fund our research into children’s brain tumours)

The legal basis for processing your personal data in the context of our relationship with alumni and supporters is that it is necessary for the pursuit of our legitimate interests to support our vision to deliver an outstanding student experience, world changing research and a mutually beneficial alumni and supporter community. In addition, there are some tasks which are 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.

What information do we get from third parties?

We sometimes obtain information about you from publicly available sources. For example social networking sites, company websites, dedicated business websites (such as Companies House) or publications and articles in the media (such as the Queen’s Honours List), and may use trusted external companies to do this on our behalf.

Who do we share it with?

Within the University, your data is available only to staff who have received appropriate training and have a genuine reason for accessing this information. Staff may include current students who are employed as callers in our telephone campaigns.

We share data with companies processing data on our behalf (such as a mailing house to send our alumni and supporter magazines, or software providers). These companies are carefully vetted and appropriate agreements are put in place to ensure the security of your data.

We are required to disclose some personal data of graduates to the Higher Education Statistics Agency (HESA) for the purpose of a survey of new graduates.

Sometimes to achieve the purposes for which we are processing your personal data we may need to share your personal data with other organisations based outside the European Union. If this is necessary, we will ensure that there are appropriate safeguards in place to protect your personal data.

We will never sell your data to other companies or charities.

How long do we keep your data?

We will retain 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 use of your data for direct marketing purposes.

Where can I get more information?

If you have any questions about this policy, please contact the alumni relations team.

We will keep this privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 17 May 2018.

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University of Nottingham

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Nottingham, NG7 2RD

telephone: +44 (0) 115 951 5151
fax: +44 (0) 115 951 3666
email: Contact us