The Division of Development and Alumni Relations Privacy Statement

The aim of this Privacy Notice

Our alumni and supporters are extremely important to us, and this Privacy Notice explains how The University of Manchester’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 would not reasonably expect.

Who we are and what we do

The Division of Development and Alumni Relations supports The University of Manchester through contact with alumni, students, and supporters of the University. We do this by offering a range of academic, social and networking events and publications and providing access to University Library resources and employment and skills advice for recent graduates. 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 students, alumni, donors and supporters. Initially, data about students are transferred into our database from the student record system, in accordance with the Student Data Collection Notice. 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. More information on these activities is below and you will always have the right to opt out.  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.

The DDAR is part of The University of Manchester, and the University is the Data Controller. Full details of the University’s data protection policies are available here: www.dataprotection.manchester.ac.uk/policiesandprocedures/.

Our responsibilities and legal basis for processing your data

As part of our work we process and store personal information relating to 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.  When this Act is updated, revised or replaced we will review our data processing practices as required by and in line with the most up-to-date UK legislation.

The DDAR processes the information outlined in this Privacy Notice in pursuit of our legitimate interests in:

  • Communicating with students, staff, alumni, and current and potential supporters;
  • Providing benefits and services to students, staff, alumni and supporters;
  • Furthering the University’s educational charitable mission (which includes fundraising and securing the support of volunteers);
  • Enabling the University to achieve its strategic and operational goals.

We may pursue these legitimate interests by contacting you by telephone, email, post or social media. Information about how you can manage the ways that we contact you, including how to opt out from some or all contact from the DDAR, is outlined in the ‘Your rights’ section below.

Whilst the DDAR relies on legitimate interest as the legal basis for processing where this is not overridden by the interests and rights or freedoms of the data subjects concerned it recognises that it is not the only lawful ground for processing data.  As such, where appropriate the DDAR will sometimes process your data on an alternative legal basis – for example, because you have given us consent to do so.

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. If we become aware that your name has changed we will update our records to reflect this.  In subsequent instances where we provide your name (e.g. a class list) we will use your current name alongside any previous names (such as your maiden name) to ensure you can be identified correctly.  The personal data we store and process, the majority of which is given to us by our alumni and supporters but some of which we may obtain from other sources, may include:

  • name, title, gender 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;
  • your occupation and  professional activities;
  • your recreations and interests;
  • 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 University resources or facilities (for example the Library);
  • information about your use of your.manchester.ac.uk and www.manchester.ac.uk including your IP address, location, browser type, referral source, length of visit, number of page views and navigation around our website;

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, your data are accessible to the University, its schools and faculties, alumni associations, groups and networks (included selected volunteers), the North American and Hong Kong Foundations of The University of Manchester, alumni volunteers, and sports and other clubs associated with the University and may be used and processed for a full range of alumni engagement and fundraising purposes. These include the following communications and marketing activities, which may be sent by mail, email, telephone and social media:

  • Sending University publications;
  • Notification of alumni events;
  • Fundraising programmes;
  • Promotion of discounts and services for alumni;
  • Promotion of alumni and student mentoring services.

The University may use third-party partners to support the activities described above. 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. 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 are treated no differently to any other once held by the DDAR, and are bound by the terms of this Privacy Notice as soon as they are received.

The University’s alumni portal, the Manchester Network, is hosted by Aluminati Network Group who are contractually bound to provide this service to the University and our alumni, students and supporters.  The Manchester Network allows users to update their details online, access a directory of Manchester alumni, and, subject to an individual registrant’s authorisation, participate in online mentoring programmes.  To enable us to offer this service some of your data will be stored in the Manchester Network.  Users are subject to this Privacy Notice and the additional terms and conditions here.

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.

Wealth screening, data analysis and updating your contact details

The University of Manchester was founded with the help of 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 and your ability to support the University, including financially.  We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. You will always have the right to opt out of this processing. We may use information gathered from public sources or other departments, schools or faculties within the University of Manchester 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 focus conversations we have with you about fundraising and volunteering 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.

We may carry out projects to find 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: your.manchester.ac.uk/update-your-details.

If you provide us with contact details for a particular method of communication we will assume that you have given us your consent for us to update your record and communicate with you using this information, unless you have told us otherwise.  Contact details provided directly by you will update any previous preferences in relation to this channel unless you inform us otherwise.  If you are registered with the Telephone Preference Service (TPS) but provide us with a telephone number we will assume that we have your consent to call you on this number.

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; and we will also always abide by our institutional Donor Promise.

Protecting your data

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 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 and supporters, 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.

Unless we have a legal obligation to do so, 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, or the volunteers who run our alumni groups). All external entities with whom data are being shared and to whom we are not legally bound must sign a contract and/or a 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 partners’ 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.

The University has a legal obligation to supply some of the information we hold about you, as a graduate, to the Higher Education Statistics Agency (HESA) – the official agency for the collection, analysis and dissemination of quantitative information about higher education in the United Kingdom.  HESA will treat your data in line with its collection notices.  HESA produces official statistics (such as university league tables) and its outputs are regulated by the UK Statistics Authority, which has a direct line of accountability to Parliament.

Your rights

The DDAR considers its relationship with alumni and supporters to be lifelong, and we will hold 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:

  • Be informed as to how we use your data (via this Privacy Notice);
  • Access or request a copy of the data we hold about you;
  • Update, amend or rectify the data we hold about you – you can manage your own data at your.manchester.ac.uk/update-your-details;
  • Change your communication preferences at any time to restrict how we process your data, or opt out of some or all communication from the DDAR;
  • Ask us to remove your data from our records;
  • Withdraw consent, where it is used as a legal basis for processing;
  • Object to or restrict the processing of your information for any of the purposes outlined above.

If you have any questions about this Privacy Notice, or would like to receive a copy of the information we hold about you, please contact us at:

Development and Alumni Relations
The University of Manchester
Oxford Road
Manchester
M13 9PL

alumni@manchester.ac.uk
+44 (0)161 306 3066

For wider enquiries about how the University manages information please contact:

Information Governance Office
The University of Manchester
Oxford Road
Manchester
M13 9PL

dataprotection@manchester.ac.uk
+44 (0)161 306 2473 or +44 (0)161 275 8111

Future changes

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

Last updated on:  09 January 2018