How we use your information
This privacy notice tells you what to expect when the University of Leicester’s Philanthropy, Alumni and Community Engagement (PACE) collects personal information about you as a graduate, Family Programme Member, supporter or potential supporter.
The University processes personal data where:
- You have given us your consent or
- It is necessary in order for the University to seek support to further its objects as a place of education and of learning, in accordance with the University’s Royal Charter.
- It is in the legitimate interests of the University
We will process special categories of data where:
- You have given us explicit consent, unless reliance on consent is prohibited by EU or Member State law
- Processing relates to personal data manifestly made public by you
All students automatically become members of the Alumni Association on graduation or successful completion of their course (in accordance with the University’s constitution and prior existing student contract) and your student record has been used as the basis for your Alumni Association membership record.
Family Programme Members
We look after your personal data if you are family or friends of current students and alumni and you have signed up to join the Family Programme. This will include details you provide about your student, their subject of study, and potential graduation date.
We look after personal data collected by the University during the course of our relationship with you if you give of your time, influence or money to philanthropically or otherwise support the University’s mission.
If you have been identified as a potential partner or supporter of the University, your personal information will have been brought to the University’s attention either directly by yourself, or as a referral from a third person or through research conducted by PACE to find people who may have an interest in the work of the University arising from either geographic proximity or potential mutual interests.
We will contact you, as a potential supporter, with a view to securing a meeting or networking opportunity in order to discuss areas of mutual interest, partnership or benefit. We process your data in the legitimate interests of the University. We aim to contact you within one month of processing your information, at which point we will make you aware of this privacy statement and how we obtained your personal information.
Alumni and Family Programme Communications
Your communications preferences are important to us. You can choose how you’d like to be kept in touch, by post, telephone, and email, by filling in our “stay in touch” form available on our website or contacting us using the details below. Any corrections you make are greatly appreciated.
Your contact details are used to provide you with information about:
- University news
- Events (including invitations to exclusive events)
- Products – such as courses of study or University merchandise
- Services – such as our Sports Facilities (accessible at a special rate to alumni), Careers support, and the University Library
- Opportunities to support the University – including volunteering opportunities (such as becoming a mentor to a current student, hosting or helping us to run an event), fundraising for us (perhaps by taking part in a sponsored walk, run, or bake sale), and direct fundraising appeals to support the University (such as for our cutting edge heart research or student scholarships).
Graduates and who have registered their email address with us, will also be sent our electronic newsletter, The Paternoster, from time to time (normally sent quarterly), as well as invitations to events and other information relevant to your relationship as a graduate. You can unsubscribe from these emails at any time, simply by clicking the link within the email.
We use a third party provider, Dotmailer, to deliver our monthly e-newsletter and other one-to-many email communications. We gather statistics about email opening and click-throughs using industry standard technologies to help us monitor and improve the content of the e-newsletter, and to ensure we communicate with you on topics which may be of interest.
As a charity, we take our duty to fundraise responsibly very seriously, and we are members of the Institute of Fundraising and the Fundraising Regulator, abiding by the Fundraising Code of Practice.
All of our telephone appeals are proceeded by a letter informing you of the appeal and encouraging you to take part in the telephone campaign, giving you the option to request not to be included. Alumni, Family Programme members and supporters have generously contributed over £1.2m towards University appeals in this way since 2004.
Personal information contained in your record
In most cases, your basic record contains information you have provided to the University such as your name, date of birth, contact details, subjects studied with the University (where applicable), your profession or job, and any contact preferences you have expressed.
In the case of potential supporters, your basic record will be provided by referrals, public sources, or contact information that you have made publically available.
An alumni or supporter profile, summarising the personal information we hold on your record, may be compiled into a report to aid University staff who might want to meet with you or host you at a University event.
Appending Information to your record
In order to ensure we communicate with you in an informed and appropriate way, we will keep your record up to date where possible with details about your interactions with the University including meetings, events, and communications with us, and appropriate additional information from public sources and referrals, including:
- Information you have shared through professional social networks such as LinkedIn
- Information published by your place of work e.g. job title or business contact information
- News items related to your career, including any honours or awards bestowed on you, and other interests you have or causes you support
We have set up “Google Alerts” to bring these to our attention, as well as occasionally searching the internet and newspapers for relevant stories about our graduates and supporters. These alerts are reviewed by a member of PACE and added to your record if it is relevant to your relationship with us.
Screening your information against other data sources
We occasionally screen our records against data sources provided by third party organisations, acting on behalf of the University. The University does not sell personal data, and your information will not be retained by the organisations we use to screen our data. The data sources used for screening will include databases to help us ensure your address or telephone number is accurate and up-to-date. We will change the address we hold on your record if you have consented to sharing your address in this way e.g. through the Royal Mail address forwarding/change service. We may also use the Electoral Role and Royal Mail files, to contact our “lost alumni” with the opportunity to reconnect with the Alumni Association. We do not append email addresses or telephone numbers to your record unless you have given specific permission to do so, or they are published as business contact information and it is relevant to add these to your record.
We also, from time to time, screen our records against lists held by third parties, acting on behalf of the University, compiled from public sources of wealth, or demographic information – such as average or specific house prices, demographic profiling, company directorships, published salary information etc. This is to ensure we communicate with our graduates and supporters on topics of most interest to you, and to ensure you receive appropriate fundraising appeals in the most cost effective way. This also forms an important part of the University’s due diligence on donors and potential donors and supporters, whom we would like to approach, in accordance with the University’s Acceptance and Refusal of Donations Policy, and to satisfy money laundering regulations.
Occasionally we will “profile” our database to identify those alumni and supporters for whom we consider a particular communication or event would be most suitable, based on the choices of similar graduates or supporters; decisions taken are not automated and always involve a review of the information generated by a member of the Development and Alumni Relations Office.
Retention of Data and Records
In order for the University to carry out its business functions of keeping alumni and supporters up to date with University activities, and building relationships with supporters and prospective supporters, it requires contact details and contact history (for example, appeals and donations made) to be held indefinitely whilst the relationship endures.
There is a legal/contractual requirement to keep records and data relating to payments for services, for example alumni events, for 6 years after the activity/ transaction has been completed.
Data relating to alumni and supporters as users of services or day to day administration, e.g., correspondence or queries, where the detailed information is not required for contact history, will be retained for three years. This includes information alumni provide which has time-limited use.
Alumni and supporters who request for their data to be erased from the University’s alumni and supporter database because they no longer wish to maintain a relationship with the University, will have the majority of their record deleted and an “inactive” flag placed on the record. Please note that in order to fulfil requests for no further contact, the University will need to retain some basic identifying biographical information (name and date of birth) in order to ensure that those individuals are not re-added to the database in future. In addition, alumni records will retain details on the qualifications studied for with the University, for purposes of statistical and historical analysis.
We will similarly erase information on potential supporters if they request no further contact or indicate otherwise that a relationship with the University is not desired, or else if they do not respond to our communications within 6 months of initial contact.
Disclosure of personal information
The University will never sell your personal data.
Unless you have requested otherwise, alumni records may be shared with University academic and professional departments and recognised alumni associations and chapters, sports and other clubs associated with the University. Alumni and supporter records may also be shared with external organisations acting as agents for the University, as noted previously.
This may in some circumstances mean that we share your personal information with other organisations who are based overseas, including countries which are outside the European Economic Area. When doing so, we will ensure that procedures, technologies, and contractual conditions are put in place to maintain the security of all personal data which is processed overseas.
Graduation information is published each year in graduation books and is therefore considered to be in the public domain.
You can also request further information on:
- Agreements we have with other organisations for sharing information;
- Circumstances where we can pass on personal data without your consent e.g., to prevent and detect crime and to produce anonymised statistics.
Access to personal information
PACE tries to be as open as we can be in terms of giving you access to your personal information. You can find out if we hold any personal information by making a ‘subject access request’ . If we do hold information about you we will:
- Give you a description of it
- Tell you why we are holding it
- Tell you who it could be disclosed to
- Let you have a copy of the information in an intelligible form.
To make a request for any personal information we may hold you need to put your request in writing using the address of the University’s Data Protection Officer, provided below.
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
If we do hold information about you, you can ask us to correct any mistakes by contacting us as per the details below
Complaints or queries
PACE aims to achieve the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this subject very seriously. We encourage you to contact us if you think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome your suggestions for improving our procedures.
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of PACE’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.
Withdrawing Consent and Right to Erasure
You can change or withdraw your consent for us to process your information at any time, or you may opt out of receiving specific communications or fundraising appeals by emailing firstname.lastname@example.org. A chance to opt-out of fundraising is also given as part of each of our fundraising communications.
You may also request that your record be erased. Please read our “Retention of Data and Records” section for more information.
Graduate Outcomes survey
All students who graduate after 1 August 2017 will be invited to participate in the Graduate Outcomes survey. The invitation will be sent by email or phone approximately 15 months after graduation.
Your contact details will be supplied to the Higher Education Statistics Agency (HESA) for this purpose, regardless of your alumni contact preferences.
It is not compulsory for a graduate to complete the survey but your participation helps to ensure that accurate data on the outcomes of publicly funded and subsidised higher education is available to the public.
All information is used in compliance with the Data Protection Act 1998, and from 25 May 2018 with the General Data Protection Regulation (GDPR).
Processing of your information to conduct the Graduate Outcomes survey is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Data Controller (See GDPR Article 6(1)(e)) and for statistical and research purposes (See GDPR Article 89).
Read the full HESA student data collection notice.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 6 May 2018 to reflect a change of name from DARO to PACE.
How to contact us
You can also contact the University’s Data Protection Officer, Parmjit Gill, directly by emailing email@example.com or writing to Information Assurance Services, University of Leicester, University Road, Leicester, LE1 7RH