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 personal information. It outlines the types of information that we hold and how we use it 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, personal information about students is transferred into our database from the student record system, in accordance with the Student Privacy 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 those areas. Similarly, we may receive information from recognised University volunteer groups, chapters, clubs or societies, subject to their privacy practices. We may also obtain information from third parties we partner with, subject to those third parties’ own privacy notices.  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, and the legal bases on which we process your data in pursuit of these activities, is below and you will always have the right to opt out of any or all forms of processing by the DDAR.  We value our relationship with you and we use your personal information 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: https://www.manchester.ac.uk/discover/privacy-information/data-protection.

Our responsibilities and legal bases for processing your personal information

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 all relevant UK data protection legislation.  We take our data protection responsibilities seriously and ensure the personal information we obtain is held, used, transferred and processed in accordance with all applicable laws.  When laws are 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.

There is no requirement under EU or UK legislation for the University to conduct alumni and supporter relations or fundraising, and we therefore rely on our legitimate interest as our legal basis for data processing for these activities wherever appropriate and possible.  This is because alumni and supporter relations and fundraising:

  • is of clear benefit to the University and those who we can support because of this activity – through teaching, research and in society more broadly;
  • has a limited impact on the privacy of students, alumni, staff and current and potential supporters, whose interests do not override our legitimate interests and the wider public interest;
  • is reasonably expected by our students, alumni, staff and current and potential supporters, who we do not wish to bother with disruptive consent requests when they are unlikely to object to processing.

Our full assessment which sets the rationale for us relying on legitimate interests as our main legal basis for processing personal information is available in our Legal Bases Assessment, which is available here.

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, subject to your communications preferences.  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 appropriate and possible it recognises that it is not the only lawful ground for processing personal information. As such, where appropriate the DDAR will sometimes process your personal information using an alternative legal basis. Such instances are outlined in our Legal Bases Assessment.

The personal information we hold

The DDAR maintains a record of all former students of the University of Manchester, predecessor institutions, or affiliated institutions (for whom, for example, the University of Manchester validates degrees) and, as such, we hold alumni records for the life of the institution. We also hold the records of non-alumni supporters in the same way.  The DDAR Data Retention Schedule is below.

Graduation information is published each year in graduation books and is therefore 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 information 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 personal information

Unless you have requested otherwise,  personal information held about you by the DDAR is 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 to pursue and support a full range of mutually beneficial alumni and supporter engagement and fundraising activities, where these do not override your fundamental rights and freedoms as a data subject. All external entities with whom personal information is shared and to whom we are not legally bound must sign a contract and/or a confidentiality and non-disclosure agreement which governs their use of the personal information before any transfer of personal information takes place.

The DDAR processes information in pursuit of the following activities, which we may carry out by mail, email, telephone and social media:

  • sending University publications;
  • notification of alumni and supporter events;
  • fundraising programmes;
  • promotion of discounts and services for alumni;
  • promotion of alumni and student mentoring services.

The University may also use third-party data processors to support the activities described in this Privacy Notice. Where this is the case, the third party will always be contractually bound to the University and required to hold personal information confidentially and securely and not to use it in any other way than as instructed by the University. Personal information will only be kept by the third party for as long as it is required to fulfil its obligation to the University, and will then be destroyed. A list of organisations with whom we partner in this way is available on request.

If you interact with the University through a third party (for example, supporting the University via JustGiving or a crowdfunding page, or through a recognised University volunteer or group) then we may obtain information about you from that third party. The receipt of personal information by the DDAR in this manner is subject to the third party’s own privacy policy or the information they have provided to the data subject. A list of organisations with whom we partner in this way is available on request. Information 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 Notice as soon as it is received.

The University’s alumni portal, the Manchester Network, is hosted by Aluminati Network Group which is 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 personal information 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, the internet 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/a, 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 may update your record and communicate with you using this method of communication unless you tell us otherwise.  Any contact details provided directly by you may update any previous preferences in relation to this method of communication unless you inform us otherwise.  If you are registered with the Telephone Preference Service (TPS) but provide us with a telephone number we may call you on this number as your action demonstrates that we have your consent to do this.

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 personal information

We are committed to holding your personal information securely and treating it with sensitivity.  All information is held securely and in accordance with all applicable legislation.  Your information 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 University’s 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 information to individuals, organisations or other entities outside the University other than those which are acting as agents (data processors) 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 and never will sell or give away your personal information to, nor trade it 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 personal information in line with its Student Data Collection Notice.  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.  Graduates from summer 2017 and earlier will be contacted both six months and potentially three years after graduation to complete the Destinations of Leavers from Higher Education (DLHE) Survey.  Graduates from October 2017 onwards will be contacted fifteen months after graduation for the Graduate Outcomes (GO) Survey, which replaced the DLHE Survey from the 2017/18 academic year onwards.

The University also participates in national surveys from some of its programmes to rank the quality of its teaching, learning and research, for example the Financial Times Rankings for Alliance Manchester Business School.  In such instances your personal information may be processed by the survey body in order to contact you for its research purposes; where this is the case we will always ensure the data processor is subject to our stringent data security processes.  These rankings are important as they feed into university league tables and rankings.  In turn, this illustrates and improves the value of our qualifications whilst broadcasting the quality of a Manchester education in comparison to other institutions.

Data Retention Schedule

A qualification from the University of Manchester stays with an individual for life and we therefore retain alumni information in perpetuity.  We believe a donation to the University, which illustrates belief in and support of our educational charitable mission, connects the donor to us in a similar manner.  As a result, we do not restrict the services or activities above accordingly and will therefore process personal information in support of them until the data subject tells us otherwise.

Please note that if you request removal from our records we must retain a ‘skeleton record’ for you to ensure we do not contact you again.  In the majority of cases, this consists of: your unique ID number; name; date of birth; Manchester education record(s); records of gifts and tax declarations if appropriate; and information that you have requested removal from our records.  This is required to ensure we can respect your preferences.

As outlined in our Legal Bases Assessment we sometimes process data on potential supporters who are not already alumni or donors.  In such instances, individuals are provided with a copy of this Privacy Notice as soon as is appropriate and possible.  We periodically review the personal information we hold and if you are not an alumnus/a or donor or supporter then any personal information held will be deleted should you not respond to our attempts to contact you.

The DDAR adopts the approach of ‘data minimisation’.  This means that for all individuals we only store and process the minimum amount of personal information we need to undertake our established business functions. Personal information will always be securely disposed of when no longer required.

Your rights

We will always try to ensure that the personal information we hold for you is up-to-date, reasonable and not excessive.  You will always have the right to:

  • Be informed as to how we use your personal information (via this Privacy Notice);
  • Access or request a copy of the data we hold about you;
  • Update, amend or rectify the personal information we hold about you – you can manage your own personal information at manchester.ac.uk/update-your-details;
  • Change your communication preferences at any time to restrict how we process your personal information, or opt out of some or all communication from the DDAR;
  • Ask us to remove your personal information from our records. Please note that in such instances we must retain a ‘skeleton record’ for you to ensure we do not contact you again. There may also be data which we are legally obliged to keep;
  • Withdraw consent, where it is used as a legal basis for processing;
  • Object to or restrict the processing of your personal information for any of the purposes outlined above.

Please note that whilst the DDAR will do everything possible to respect your communications preferences the University of Manchester is a large, complex organisation with over 12,000 employees.  As a result if you make another division, department or school aware of your communications preferences please be aware this information may not always get passed on to the DDAR for us to also update your records.  To be certain that you will only hear from the DDAR in the ways you wish to please ensure you inform us of your communications preferences directly in the way explained in this privacy notice.

Please note that in some instances we may be required to contact you outside your preferences because we are legally obliged to do so (for example, to provide a Direct Debit Guarantee and/or Gift Aid confirmation) or in response to an action you have taken (for example, to post you a gift thank you letter and receipt, or tickets to an event you have registered for).  Beyond any legal obligation or action in response to a positive action by you, your contact preferences will always stand until you inform us otherwise.

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:

Division of 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:

The University Data Protection Officer

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 or the appropriate legislation changes at some point in the future we will always post the policy changes on this page.

Last updated on:  24 May 2018