The Development Office keeps in touch with University alumni, friends and supporters, providing benefits and services to them and engaging in relationships with potential and existing donors.
The terms of this statement may change, so please check it from time to time. If you have any queries about this privacy statement, please contact the Data Protection Officer at the University of London, Malet Street, London WC1E 7HU UK or firstname.lastname@example.org
This statement outlines how the Development Office of the University of London handles and uses the data it collects. Paper records are also held.
Structure of the University
The University of London is a federal University and is one of the oldest, largest and most diverse universities in the UK. Until recently, all students studying for a degree at one of our member institutions received a University of London degree. We consider all those who studied for a University of London degree to be an alumnus or alumna of the University.
Today, all students studying for a University of London degree or a degree with one of our member institutions still benefit from a wide range of facilities and services. Those students and alumni may well decide to engage in a relationship with the University.
The member institutions are self-governing and they are considered as individual institutions. They are separate legal entities, and each will have their own data protection procedures.
In addition to the member institutions, the University includes 9 research Institutes (for example, the Institute of Historical Research), the Senate House Library, the University of London Institute in Paris and the University of London International Programmes. All University of London development activities undertaken by these parts of the University are covered by this policy.
The University, its Institutes and programmes as well as the member institutions have a shared interest in our alumni and supporters. We seek to ensure that alumni and friends have access to all the benefits and services that the University of London has to offer.
How do we collect information?
The Development Office holds personal data collected by the University during the course of our relationship with our alumni, supporters and friends.
Student data held by the University of London, such as name, details and degree information are copied from central University records and used to create a record for all alumni on the Development Office database.
We also hold records on non-alumni friends of the University, which includes donors, potential donors and those who have become actively engaged with the University.
A proportion of the information stored will have been obtained directly from you, for example when you register for an event or enquire about our activities; some of the data may also have been obtained from publicly available sources and appended to your record.
We will also use third parties to provide contact information, wealth screening (through which we receive indicators of individual wealth from an approved external supplier) and indicate whether our alumni, friends and potential supporters may be interested in giving. The data we hold on you will also be analysed to indicate which of our services, activities and appeals you may be interested in. All data are held securely and in accordance with the Data Protection Act 1998.
What information do we hold about you?
The personal data stored and processed by the Development Office may include:
- Biographical information
- Your gender
- Contact details
- Information about your time at the University, and other education history
- Your professional activities
- Membership of groups such as the Friends of Senate House Library and the Society of Advanced Legal Study
- Current interests and activities, which may include extracts from related media stories
- Family and spouse/partner details
- Relationships to other alumni, donors and friends
- Donor status, research and fundraiser reports/briefings and wealth assessment information, indicators of your interest in giving, ethical and reputational risk analysis
- Records of communications, meetings and marketing activities by the University
- Volunteering by you on behalf of the University
- Registration and attendance at events
- Donation details if you express an interest in or make a donation to the University
If you make a donation to the University of London, you have the option of deciding whether your name can be used on donor lists or other stewardship materials and you have the ability to opt out of future communications.
The Development Office does not store any bank or credit/debit card details within its database.
We obtain personal information from you when you enquire about our activities, register for an event or service, make a donation to the University or otherwise provide us with personal information.
We may record sensitive data you provide directly to us for a specific purpose e.g. about a disability you disclose to us to ensure we have proper facilities in place at our events.
The University uses records for alumni relations and fundraising purposes. These include publications (print and electronic), alumni surveys, appeals and the marketing of alumni events and services such as providing transcripts, access to Senate House Library, reduced costs for use of Student Central, etc. Communications may be sent by post, telephone or electronic means.
We may also contact you for marketing, promotional and fundraising purposes. These types of communications include:
- Informing you of other products, services or events related to the University of London, such as alumni, friends and supporter events, courses, reunions or networks
- Updates on University news
- Other relevant communications based upon your relationship with the University of London
- Information on fundraising operations, including occasional requests to consider giving financial support to the University, or to ask you to consider supporting the University in other ways
Any such electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations. You can opt out of any or all of our communications at any point by contacting email@example.com
Sharing and disclosing personal information
Unless you have requested otherwise, data held by the Development Office is accessible to the University and its member institutions and central academic units. Data is used and processed for a full range of alumni activities and programmes involving academic and administrative departments, and a full range of communications and marketing activity (by mail, email, text and telephone), including the sending of University publications and the notification of alumni events, fundraising programmes and for the promotion of benefits and services.
A list of all our member institutions.
Tools may be used to monitor the effectiveness of the University’s communications with you, including email tracking which records when an email from us is opened and/or how many links are clicked within the message. Your data will not be disclosed to external organisations other than those acting as agents for the University.
The University may facilitate communication between individual alumni, but in doing so does not release personal contact details without prior permission.
The University is committed to holding your data securely and treating it with sensitivity.
All information is held and transmitted securely. Data is held in accordance with the University’s security policy.
Control of your data
You are in control of your data. You have a choice about whether you want to receive information about the University, our progress or fundraising activities, and by which methods of communication.
We will not use your personal information for marketing purposes if you have indicated to us that you do not wish to be contacted in this way. You can change your marketing and contact preferences at any time by contacting the Development Office at the University of London, Malet Street, London WC1E 7HU UK or firstname.lastname@example.org
If you wish to restrict data processing or sharing including use for marketing or do not want to be contacted by the University in any way, please inform us. You can request that we remove your details from our database by contacting the Development Office. We will remove data in accordance with your wishes excluding data we are required to keep by law, such as official academic record and sufficient information to make sure you are not contacted again inadvertently e.g., name, member institution , subject, graduation details, central University ID number and date of birth
For former students, data relating to your academic achievements will be retained indefinitely. Other personal data will be held to enable us to contact and engage with you for as long as it is necessary for the above purposes in accordance with the University’s retentions schedules.
You will also need to contact your member institution separately if you wish to restrict their data processing, sharing, marketing or contact. We will publish any changes we make to this data protection statement and, where appropriate, notify you by email.
Updating and correcting your personal information
The University aims to keep your data up to date and welcomes any updates to your details you may wish to send.
We continuously review records of alumni and supporters to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, e.g. Royal Mail address files, reviewing job information that you have made publicly available via social media, newspaper articles, company filings, corporate websites and other publicly available sources.
Where we appoint an external party to undertake this type of review, any such arrangements will be subject to a formal agreement between the University and that organisation, to protect the security of your data.
You have a choice about whether you want to receive information about our progress and fundraising activities, and by which channels. You can change your marketing and contact preferences at any time.
Should you object to the holding of your data by the Development Office, the use of your data for any or all of the above purposes, or should you wish to amend the type of communications you receive or the way in which the University contacts you, please contact email@example.com We will work with you individually and personally to ensure we are adhering to your wishes.
Access to your information
You have a right to request copies of the data held about you by the Development Office and the wider University.
To do so, please follow the ‘Subject Access Request’ procedure which can be found here http://www.london.ac.uk/data-protection.html
The terms of this statement may change, so please check it periodically. This statement was last updated February 2017.
If you have any queries about this privacy statement, please contact the Data Protection Officer.
Our website may include links to websites run by other organisations. The University of London is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.
By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement.
More information can be found in the University’s full Data Protection Policy
If you have any questions or wish to update your record, please contact the Development Office at the University of London, Malet Street, London WC1E 7HU UK or firstname.lastname@example.org