Alumni and Development Privacy Notice

Sir David Baxter’s generous donation in 1888 laid the foundations for the Dundee Technical Institute. We have since developed into a dynamic, industry focussed University, with a strong educational offering, known for our creativity and innovation. We have a mission “to offer transformational opportunities” for our students and we work towards this goal in partnership with our alumni, staff, donors and the wider community.

The Alumni and Development Office exists to support our alumni, friends and supporters, keeping you informed as to what is happening at the University and beyond: engaging with you on relevant activities which may be of interest to you. This includes sharing University, alumni and supporter news and activities, events, reunions, fundraising projects, networking, career and volunteering opportunities.

This Notice sets out how the University’s Alumni and Development Office (“ADO”) uses your personal data to help create a mutually beneficial relationship with you, whilst always processing data fairly and securely. 

We do value your privacy and we recognise the need to treat your data appropriately in accordance with the Data Protection Act 1998 (DPA98) and, after 25 May 2018, the EU General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA18).

Personal data refers to personal information that we hold about you from which either on its own, or in combination with other information, you can be identified.  A list of the data we process is set out below.

Processing means doing anything with your personal data, such as collecting, recording or holding the data as well as disclosing, destroying or using the personal data in any way.

Abertay University is your data controller.

We keep this Privacy Notice under regular review and it may be amended from time to time. If we change the Privacy Notice, we will publish this on our website.

This privacy notice:

• Introduces the University’s responsibilities and obligations as a data controller – the organisation responsible for protecting and determining how your personal data will be used to support alumni and development activities at Abertay University;
• Explains the legal basis, which Abertay University will draw upon, when using your personal data responsibly;
• Provides an overview as to how your personal data will be used;
• Informs you who has access to your personal data and the limited conditions under which your personal data may be made available to a third party;
• Explains your privacy rights and the steps you can take to exercise these;
• Explains how the University will protect your personal data, keeping this safe and secure.

We process the following data about you:

1. i) Biographic details including name, title, date of birth, age and gender.
2. ii) Contact details including home address, business, email, telephone,

iii) Education information and your other connections with the University and other institutions including student clubs, societies, affiliations.

1. iv) Employment/career details.
2. iv) Career biographies or alumni profiles.
3. v) Information publicly shared on social media, eg. LinkedIn, Twitter
4. vi) Your interests.

vii) Family and partner/spousal details.

viii) Relationships with other alumni or associated individuals and organisations

1. ix) Volunteering activity.
2. x) Philanthropic affiliations.
3. xi) Donation history to the University including bank account details (for processing direct debits).

xii) Records of communications with ADO and the wider University.

xiii) Event attendance on or off-campus.

1. xv) Motivation for giving.

xvi) Photographs.

xvii) Identification numbers.

Some of the information we process, such as disability details for access to an event, is sensitive personal information that we will not process unless we have your explicit consent, or we are legally required to do so.

We also process sensitive data that you have shared with us e.g. where giving in memory of a loved one and providing health details. This will always be done in a respectful and relevant manner.

Why we are processing it

Processing your data helps us to develop and maintain engaging services and activities to enrich your experience with the University.  We process your data as a public task i.e. our constitution empowers us to establish and maintain an association of former students of the University and in pursuit of our legitimate interests, because it is beneficial to you, or because we hold your consent for specific activities. It enables us to:

1) Communicate and engage with you:

1. i) Creating direct marketing communications tailored to your preference - delivered through email and telephone (if your consent has been provided), direct mail and social media.
2. ii) Providing you with a more personalised user experience when using our website, application or any other services we might provide by analysing, segmenting and profiling our database and allowing us to target you with information we think you might be most interested in including products and services.

iii) Helping to advance our philanthropic programme through fundraising projects and/or meeting with alumni and supporters for fundraising purposes.

1. iv) Tracking details of our communications with you, to help inform our future interactions and make them relevant.
2. v) Storing and maintaining your communication preferences, and consents (when required).
3. vi) Sourcing contact details, if we lose contact with you.
   

2) Provide you with beneficial services by developing programmes that give you opportunities to:

(i) Attend networking/career development events, reunions

(ii) Further your learning and development.

(iii) Further your study and/or research.

(iv) Donate to the University/stewardship of past gifts.

Creating and promoting benefits to you including:

(v) Abertay Alumni.com (giving access to the University’s online platform “Graduway” exclusively for Abertay alumni and staff). Abertay Alumni is a service provided free of charge for Abertay University alumni.  All potential users will be verified against the University’s current records during the registration process before being granted full access to the platform. The full ‘Graduway’ Privacy policy can be viewed here

(vi) Careers support.

(xi) Postgraduate fees discount.

(x) Participating in University surveys.

3) Inform our interactions by:

(i) Creating constituent research profiles about you, which may include geographic, demographic, biographic, career information, personal connections and asset/capacity related data, all sourced from reputable publically available information to help us make an appropriate approach to you.

(ii) Prepare staff for fundraising/engagement meetings or events.

(iii) Making targeted correspondence relevant to you.

 (iv) Completing due diligence to ensure gifts are not from an untrustworthy or unethical source.

(v) Managing the processing of gifts and HM Revenue & Customs guidelines.

(vi) Fulfilling any statutory requirements.

(vii) Managing our work with volunteers.

(viii) Adhering to statutory or other necessary obligations.

Processing for limited purposes

We will only process your data for the specific purpose, purposes that we tell you, or if specifically permitted by the Data Protection legislation. We will only process your data to the extent necessary for that specific purpose or purposes.

Decision Making and Profiling

We will sometimes use your data to create profiles that help us to understand, analyse or predict certain aspects relating to you/your behaviour. We use the outcomes to shape our interactions with you, making them beneficial and timely e.g. tailor the communications you receive to ensure you are told about events or let you know about fundraising projects or groups that may interest you.

We collect your data from a variety of sources, including:

i) Directly from you.

ii) From staff, supporters and volunteers.

iii) Research into publicly available sources for profiling, address updates, for example, LinkedIn and Companies House, and other similar sources.

v) Data from your use of our website and/or apps.

vi) From a third party whom you have interacted with on behalf of the University, for example: JustGiving. The receipt of data is subject to the third party's own Privacy Policy. The Alumni and Development Office will treat this data as set out in this Privacy Notice.

Accurate Data

We always aim to keep your data accurate and up to date. Data that is inaccurate can be amended on your request. Please notify us if your personal details change or if data we hold about you is inaccurate.

Depending on your privacy settings, we may use social media sites like LinkedIn, Facebook and Twitter and/or other data enrichment services to validate your data and help us maintain our communication with you.

Holding Data

We create and hold your data electronically. The Alumni and Development Office considers its relationship with alumni, supporters and potential supporters as ongoing and as such will maintain a record until you tell us you no longer wish to keep in touch or we have a requirement to delete information. As an alumnus we need to retain some core information about your education with us, your academic award(s), and for identification purposes.

Sharing your Data

We will never sell or share your data to third parties. We will not disclose your data to third parties without your consent, except where they are acting as authorised agents for the University for the above purposes or where we are permitted or required to do so by the Act. If you have given a donation, we may share data to process your donation with your bank, under your instruction.

The University’s alumni and donor database, Raiser’s Edge is securely hosted in the USA by Blackbaud Inc., a global non-profit Privacy Shield certified software provider, operating under a formal agreement with the University. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place and Blackbaud’s compliance with its agreements and privacy notice are monitored. Blackbaud Inc.,. have undertaken to comply with the principles of the Data Protection Act 1998, and the Privacy and Electronic Communications (EC Directive) Regulations 2003. Blackbaud Inc. is a member of the EU-US Privacy Shield framework, further details of which can be found at https://www.privacyshield.gov/welcome

Some of these service providers may be based outside of the European Economic Area in countries where there are not such strict laws concerning the processing of your data.  The University will only do this where it is satisfied the disclosure meets the requirements of the Act.   

We may have to disclose your data if required to do so by law in order to comply with a legal obligation, for example, to complete The Destinations of Leavers from Higher Education – DLHE and the Graduate Outcomes Survey (created by the Higher Education Statistics Agency), to protect or defend our rights, interests or property or that of third parties act (in urgent circumstances) to protect the personal safety of Abertay University constituents or the public, or protect against legal liability.

Processing in line with your rights

You have the right to:

1. i) Be informed about the data we hold on you
   ii) Access the data we hold on you
   iii) Update or edit the data we hold on you
   iv) Erase certain data we hold on you
   v) Request that we stop processing your data in a specific way
   vi) Be provided with your data in a portable way
   vii) Object to specific processing of your data
   viii) Object to automated decision making and profiling where there is a significant effect on you

Data Security

Everyone working at the University has a legal duty to keep information about you confidential. There are strict codes of conduct in place to keep your information safe.  Staff abide by the Data Protection Acts 1998 and 2018, and from 25 May 2018, the EU General Data Protection Regulation, and the University Data Protection Policy and other IT-related policies. 

We ensure that suitable measures are in place to prevent the unlawful or unauthorised processing and against the accidental loss of, or damage to, your personal information. This includes: 

i) Storing data on a secure, specially designed, customer relationship management database.
ii) Training all our staff in Data Protection and their responsibilities.
iii) Collaborating only with reputable companies for data processing services, who comply with Data Protection Regulations and put in place appropriate non-disclosure agreements.
iv) Ensuring that alternative protection is in place if we work with trusted organisations based outside the European Economic Area (EEA) in countries that do not have comparable data protection laws to the UK.

If you would like to exercise any of your rights above or if you have any questions, please
contact the University’s Data Protection Officer (“DPO”):

Data Protection Officer
Academic Registry
Abertay University
Kydd Building
Bell Street
Dundee DD1 1HG
Tel: 01382 308000 email: dataprotectionofficer@abertay.ac.uk

You will not have to pay a fee to exercise any of your rights. However, the University may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances. You are also entitled to contact the Information Commissioner’s Office (the “ICO”) (www.ico.org.uk) about any concerns about the way the University has handled your personal data. The University would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Control over your data

You can update your own data or contact preferences at any time by emailing alumni@abertay.ac.uk or calling +44(0)1382 308755    Please do this if you wish to :

1. Object to the use of your data for any of the above purposes
2. Opt out of receiving particular types of communications from us
3. Have your personal details removed from your record on our database

If you wish us to stop contact, you can do so by emailing us at alumni@abertay.ac.uk or calling +44(0)1382 308755.

If you do not wish for us to continue to process your data, we will still need to retain minimal details about you on our database to:

i) Ensure your details are not re-added in the future for another purpose.
ii) If an alumni, to retain your educational details with the University, for future reference e.g. for degree validation /replacement transcripts. This will include name, date of birth and education record/s details.

Accessing your data

If you would like to formally access your personal information in the first instance please make a request in writing to:

Data Protection

Abertay University

Kydd Building

Bell Street

DUNDEE

DD1 1HG

Email:   alumni@abertay.ac.uk

You will need to be able to provide proof of identity (e.g. full name, address, date of birth). We will provide your information within 30 calendar days of receiving your request.

From time to time we may use your data for new purposes not described in this Privacy Notice.  If there are changes we will always post the policy changes on this Privacy Notice.

Last Updated:  15th May 2018