Data protection policy
The University of Exeter (the “University”) is a data controller and is committed to protecting your personal data and working in accordance with all relevant data protection legislation. Your data is used for alumni and supporter engagement activities, including fundraising. This Privacy Notice explains how the University processes and uses the personal data we collect about our alumni and our past, current or future supporters.
The University may hold data relating to you from a number of sources. The majority of data we hold on alumni is that which you provide either during your time as a student, when you complete one of our update forms, volunteer your time, attend an event, make a donation or engage with us in any other way. If you are a student or have studied at the University, your personal data is transferred from your student record to the University’s alumni database when you graduate.
Our records may include:
- Education Details – for example what you studied and when you graduated
- Personal Identifiers and Biographical Information – for example your student and alumni numbers and your date of birth
- Contact Details – for example your address, email address and telephone number (we update these whenever you tell us they have changed)
- Engagement details – for example details of clubs and societies you were/are a member of, your attendance at events, details of donations you have made to the University including your bank account details if you have set up a regular gift, your personal contact with us and your relationships with other Exeter alumni or supporters
- Family Details – for example your marital status and details of your spouse and other family members
- Personal Details – for example disability and dietary preferences for event management purposes
- Your preferences – to help us engage you in the ways most relevant to you.
We may also augment data you provide with data which is publicly available, for example we may record:
- Your career details and other achievements
- Your interests
- Your philanthropy, including donations and other support made to other organisations.
We are required to ensure that data we hold about you is as accurate as possible, therefore we may update your details based on reliable publicly available sources. For example we may update your address, telephone number or business details.
We use a wide variety of sources either directly or via internet search engines, some on a subscription basis, to augment, update and validate the data we hold. These include:
- National Change of Address File
- Experian/192 Business
- Reliable News and Press reports
- Companies House and other business-related resources including company websites
- The Charity Commission and other websites relating to charitable trusts and foundations
- Sunday Times Rich List and other rich lists
- The Queen’s Honours Lists
- Lexis Diligence for due diligence purposes.
We will retain your data indefinitely in support of your lifelong relationship with the University or until you ask us to do otherwise.
The University primarily uses your data to communicate alumni activities, support our fundraising programmes and for the promotion of benefits and services. These can include:
- Sending you our magazine or e-newsletters
- Inviting you to events
- Informing you of benefits available to alumni and supporters
- Asking you to support the University by giving your time, experience or financial support.
These activities may include an element of direct marketing. The data is also available to other departments across the University.
Fundraising in support of the University is an important element of our charitable work, so we, or a trusted partner, may undertake research or analysis to assess your ability to support the University financially. This may include an assessment of your income and/or wealth and our assessment of your ability and willingness to make donations to particular projects or the University more generally. We may use analysis to help us identify your likely support for particular projects. All of these activities are undertaken to ensure that we are working in a cost-effective manner and to allow us to raise more funds in support of the University’s aims.
We are required to conduct due diligence checks before seeking or accepting major donations which includes reviewing publicly available data about an individual’s personal conduct including any criminal convictions.
Communications may be sent to you by post, telephone, email, text or other electronic means (for example through social media) depending on the communication preferences you have shared with us.
Data may be shared with the Students’ Guild, FXU or the University of Exeter US Foundation for the purposes of alumni activities, fundraising programmes or the promotion of benefits and services. Data may also be disclosed to other external organisations acting as agents for the University, for example mailing houses for the mailing of alumni publications or approved volunteers acting on behalf of the University. We may share data with external organisations for the purposes of league table production, for example the Financial Times for the production of Business School rankings.
We may also share data with alumni and other individuals, for example those supporting us with specific fundraising appeals or International Alumni contacts who have been approved as volunteers in your country/region and who support us by organising local alumni events. Such volunteers will have signed data protection agreements meeting University standards and in compliance with data protection legislation, prior to any data being shared.
Data is only shared in support of the University and is never shared with anyone to enable other charities to contact individuals.
The University does NOT sell data to third parties or allow third parties to sell on data where data is shared with them.
Your data is held securely on the University’s alumni and supporter database. The database is accessible to a limited number of University staff. All staff who access the database have completed the University’s data protection training.
The University ensures that appropriate data sharing agreements are in place prior to sharing your personal data with any partners.
The University may contact you by post unless you request otherwise, and by telephone, text, email or other electronic means as you have previously consented.
If you no longer want to receive communications by post, telephone, text, email or other electronic means, please contact the Global Advancement team at 01392 723141 or email@example.com
When contacting us please provide your name, year of graduation and subject of study. Please also specify if you wish to unsubscribe from all communications or from specific communication types or channels.
If you ask us to delete your data, we will maintain a skeleton record comprising your name, subject of study, year of graduation, student number and date of birth, to ensure that we do not inadvertently contact you in future. We may also need to retain some financial records for statutory purposes (for example Gift Aid).
The legal basis for processing your personal data for the purposes as described above is that it is necessary for the pursuit of our legitimate interests to support our vision to be a global 100 university research leader and to create graduates of distinction within a community of the most talented and creative minds. 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 the Destinations of Leavers from Higher Education/Graduate Outcomes survey.
This Privacy Notice will be kept under review. Any changes will be updated on our website and communicated to you as appropriate. This Privacy Notice was last updated in December 2017.
You have the right to:
- Ask us to see, correct or delete the data we hold about you
- Object to specific data uses, as described above
- Object to receiving communications and direct marketing
- Ask for the transfer of your data electronically to a third party.
The University’s Data Protection Officer is responsible for monitoring compliance with relevant legislation in relation to personal data and can be contacted at firstname.lastname@example.org, you can also contact the DPO if you have any queries or concerns about the University’s processing of your personal data. You have the right to lodge a complaint with the Information Commissioner’s Office at www.ico.org.uk/concerns.