The Division of Development and Alumni Relations Privacy Statement

The aim of this Privacy Statement

Our alumni and supporters are extremely important to us, and this Privacy Statement explains how Lancaster University’s Division of Development and Alumni Relations (DDAR) collects, stores, manages and protects your data. It outlines the types of data that we hold and how we use them to provide services to our alumni and supporters. We aim to be clear when we collect your personal information, and not do anything you wouldn’t reasonably expect.

The DDAR is part of Lancaster University. For full details of how data and privacy are managed by the University, please visit:
www.lancaster.ac.uk/compliance/privacy
https://gap.lancs.ac.uk/dataprotection/Pages/default.aspx

Who we are and what we do

The Division of Development and Alumni Relations supports Lancaster University through contact with alumni, students, and supporters of the University. We do this by offering a range of academic, social and networking events, printed and online publications and communications, providing access to University Library resources and employment and skills advice. We also fundraise to support the University’s students, teaching, research and capital projects. In order to do this, we have a database that contains personal data collected by the University during the course of our relationship with our students, alumni, donors and supporters.

Our responsibilities

As part of our work we process and store personal information relating to our students, staff, alumni, current and potential supporters and friends of the University and we therefore adhere to the Data Protection Act 1998. We take our responsibilities under this Act seriously and ensure the personal information we obtain is held, used, transferred and processed in accordance with the Act.

How your information is collected

Initially, data about students is transferred into the University’s alumni database from the University’s student record system. This transfer is based on the consent students provide as part of their registration process.

The vast majority of the information we hold is obtained directly from you; and if you interact with any other departments, divisions, schools or faculties within the University we may receive data from these areas.

We always aim to keep your details up to date, and we will conduct projects to check the contact details we have for you are correct, and, where appropriate, update them. As a result, some of the data may also have been obtained from publicly available sources – for example, we may find a new address for you by using the Royal Mail’s National Change of Address database (NCOA). We may also use information from publicly available sources to carry out research to assess your inclination and capacity to support the University financially or by volunteering your time.

The University may use third-party partners to support DDAR activities described below (in How we use your data). If you interact with the University through a third party (for example, supporting the University via JustGiving or a crowdfunding page) then we may obtain information about you from that third party, but only if you have given your explicit consent to that third party sharing your information. The receipt of data by the DDAR in this manner is subject to the third party’s own privacy policy. A list of parties with whom we partner in this way is available on request. Data obtained in this way is treated no differently to any other once held by the DDAR, and is bound by the terms of this privacy statement as soon as it is received.

We value our relationship with you and we use your personal data to ensure we contact you in the most appropriate way, improve our services and to ensure we work efficiently and effectively.

Updating your contact details

We may seek new contact details for alumni with whom we are not in contact, to ensure the University can remain in touch with as many of its alumni as possible. Many of our alumni choose to manage and update their own details, which you can do online at Lancaster Online.

The data we hold

The DDAR maintains a record of all former students of the University and, as such, we hold education records in perpetuity. Graduation information is published each year in graduation books and is therefore considered to be in the public domain. The personal data we store and process, the majority of which is given to us by our alumni and supporters, may include:
• name, title, gender, nationality and date of birth;
• contact details including postal address, email address, phone number and links to social media accounts;
• information about your time at the University and other academic institutions, including qualifications held and courses studied;
• your occupation and professional activities;
• your recreations and interests (for example your membership of student sports clubs);
• family and spouse/partner details and your relationships to other alumni, supporters and friends;
• records of donations and Gift Aid status, where applicable (as required by HMRC);
• records of communications sent to you by the DDAR or received from you;
• volunteering by you on behalf of the University;
• information about your wealth;
• media articles about you;
• information on your engagement in University meetings, events, groups or networks;
• information about your use of the University and alumni website, the Lancaster Online Directory and LUMS Connect in accordance with our Privacy and Cookies notice;
• information about your activity on University social media channels (e.g. the LinkedIn alumni group and the alumni Facebook page).

Tools may be used to help us improve the effectiveness of the University’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We monitor website visits and use tools such as Google Analytics to improve our website and services.
The University does not store any credit/debit card details and is fully PCI-DSS compliant. Bank details used for processing Direct Debits are stored by a trusted third-party, under the Direct Debit Guarantee scheme.

How we use your data

Unless you have requested otherwise, University staff engaged with the work led by DDAR have access to your data, and the not-for-profit organization Friends of Lancaster University in America, and are used and processed for a full range of alumni engagement and fundraising purposes. These include the following communications and marketing activities, which may be delivered by mail, email, telephone and social media: 

• Sending University publications and news;
• Notification of alumni events;
• Fundraising programmes;
• Promotion of discounts and services for alumni;
• Academic course information and alumni benefits;
• Promotion of alumni and student mentoring services.

Wealth screening and data analysis

Lancaster University’s foundation, growth and success have been supported by philanthropy, and philanthropy continues to make an enormous impact at our University. As we are a fundraising institution, we may gather information about you 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, your interests and your ability to support the University. We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. We may use information gathered from public sources or other departments, schools or faculties within Lancaster University, alongside the information you provide, to undertake analysis of who might support the University and to understand the preferences of our alumni about events, communication and services. By doing this, we can ensure that conversations we have with you about fundraising and volunteering are focused in the most effective way, and ensure that we provide you with an experience as an alumnus/na, donor or potential donor which is appropriate for you. We also use publicly available sources to carry out due diligence on donors in line with the University’s Gift Acceptance Policy and to meet money laundering regulations. 

Fundraising is a key part of the DDAR’s work, and we are committed to working in a transparent, ethical, responsible and honest way. To reflect this commitment, we are a member of the Fundraising Regulator and committed to the Regulator’s Code of Practice.

Protecting your data and who we share your data with

We are committed to holding your data securely and treating them with sensitivity. All data are held securely and in accordance with the Data Protection Act 1998. Your data are held on a database hosted on a secure server within the University network. This database is protected by multi-level authentication and access is restricted to individuals who need to see the data to carry out their duties at the University. This is limited to: members of staff and student members of staff in the DDAR; assigned IT support; and colleagues from other areas within the University who work closely with the DDAR on the provision of services to alumni, such as the Careers Service. User access rights to the database are restricted according to individual job roles in order to ensure that users only see information relevant to them. This access is reviewed on a regular basis.

Subject to suitable security checks, the University provides access to alumni information to relevant government departments including HESA (see http://www.hesa.ac.uk/collection-notices).

With the exception of the access provided to government departments outlined above, we will not disclose your data to individuals, organisations or other entities outside the University other than those which are acting as agents for the University (for example, the company which prints and sends our annual alumni magazine). All external entities with whom data is being shared must sign a contract or confidentiality and non-disclosure agreement before any data transfer takes place. We do not sell to or trade your data with any other organisations.

Although most of the information we store and process stays within the UK, some information may be transferred to countries outside the European Economic Area (EEA). This may occur if, for example, one of our trusted partner’s servers are located in a country outside the EEA. Where these countries do not have similar data protection laws to the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection law.

Your rights

The DDAR considers its relationship with alumni and supporters to be lifelong, and we will use your details until you tell us you no longer wish to hear from us. We will always try to ensure that the data we hold for you are up to date, reasonable and not excessive. You will always have the right to:

  • request a copy of the information we hold about you;
  • update or amend the information we hold about you – you can manage your own data at Lancaster Online;
  • change your communication preferences at any time;
  • ask us to remove your personal information from DDAR records;
  • object to the processing of your information for any of the purposes outlined above, including opting out of all communication from the DDAR.

For enquiries about how the University manages information please contact:

Strategic Planning and Governance
University House
Lancaster University
Bailrigg
Lancaster
LA1 4YW
compliance@lancaster.ac.uk
+44 (0)1524 592165

If you have any questions about this privacy statement, please contact us at:

Development and Alumni Relations
University House
Lancaster University
Bailrigg
Lancaster
LA1 4YW
alumni@lancaster.ac.uk
+44 (0)1524 594109 

Future changes

From time to time, we may use your information for new purposes not currently described in this statement. If our information practices change at some time in the future, we will always post the policy changes on this page.

Last updated on: 19th December 2017