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DEVELOPMENT AND ALUMNI OFFICE PRIVACY NOTICE
This privacy notice explains how the University of Glasgow’s Development & Alumni Office (DAO) collects, manages, uses and protects your data. It outlines the types of data we hold and how we use that data to provide services to our alumni and supporters, and manage their interaction with the University.
The DAO is part of the University of Glasgow, and the University is the data controller. You can find out more about the University’s data protection policies at gla.ac.uk/myglasgow/dpfoioffice
OUR LEGAL BASIS FOR PROCESSING YOUR DATA
The DAO processes and stores personal information relating to alumni, students and staff, as well as current and potential supporters and friends of the University including those who attend University events. Alumni include graduates, former students receiving non-graduating qualifications and former exchange students.
All graduates of the University of Glasgow are members of the General Council, the graduate and academic body of the University. As part of our public task the University has a statutory obligation to retain a list of General Council members, to conduct General Council elections and to inform members about General Council activities. You can find out more about the General Council at gla.ac.uk/explore/generalcouncil.
For purposes other than General Council membership, the DAO processes the information outlined in this notice in pursuit of our legitimate interests in:
We may contact you by post, email, phone, text and/or social media. Where appropriate, the DAO will sometimes process your data on an alternative legal basis – for example, where you have given your consent for us to do so.
WHERE YOUR DATA COMES FROM
Most of the data held by the DAO is obtained directly from our alumni, donors and friends. Core alumni information is carried over from their student record. We may receive data from the colleges, schools or units within the University. Data is also collected directly from alumni such as when they update their details online, return an alumni questionnaire or donation form, meet with one of our team or attend an event.
Some information may also come from reliable, public sources. For example, the Electoral Register or the National Change of Address Register.
THE DATA WE HOLD
We hold the following types of information about our alumni, supporters and friends.
We may also hold some of the following, based on the information you provide to us or, in some cases, from trustworthy public sources.
HOW WE USE YOUR DATA
We will use your details to manage your interaction with the University and to contact you by post, email, phone, text and/or social media, complying with any preferences you have expressed: see Your rights and preferences below. We contact you to
To use University resources efficiently and effectively we may use the data we hold to determine the support opportunities and communications most relevant to you. As part of that, we may consider your ability to give support (including financial ability) and may record this on our database. To support this activity, we may use automated or manual processes such as wealth screening to analyse and segment our data. On occasion, we may use trusted third parties to carry out this analysis. The DAO and these third parties may augment any analysis conducted using information from trustworthy public sources such as Companies House, news sources such as Nexis and specialist subscription services for both individual and company information, such as FAME. You will always have the opportunity to opt out of any of this processing: see Your rights and preferences below.
We may also use publicly available sources to carry out due diligence on financial supporters in line with our Gift Acceptance Policy and to meet money laundering and other regulations.
If you provide contact information, and unless you specify otherwise, we will assume this includes consent for us to use that data for the purposes listed above. For example, if you provide us with a telephone number registered with the Telephone Preference Service, we will assume you are happy for us to use this number for the purposes stated above. If we lose touch with you, we may use publicly available contact details to re-establish our connection and seek your permission to update your contact details. You can manage your communications preferences at any time.
The University has a legal obligation to supply information about our graduates for certain statutory surveys. For example, we provide contact information to the Higher Education Statistics Authority for the purposes of the Graduate Outcomes survey. This is regulated by the UK Statistics Authority.
The University participates in national surveys for some of its programmes to rank the quality of its teaching, learning and research, for example the Financial Times Rankings for the Adam Smith Business School. This is necessary for the University’s legitimate interests in promoting the reputation of the University’s research and programmes. In such instances your personal information (name and email address) may be shared with the survey body in order to contact you for your opinion, or we may forward you a survey link directly. Your data will be shared with the survey body for this purpose only and wherever possible we will email you before we share your details to provide you with an opportunity to manage your preferences and with a direct link to the organisation’s privacy information. These rankings are important as they inform university league tables and rankings which help to illustrate and promote the value of our qualifications.
PROTECTING YOUR DATA
The personal information we obtain is processed in accordance with all relevant data protection legislation. When this legislation is amended or replaced, we review and update our data processing practices accordingly.
Your data is always securely processed and transmitted, protecting against unauthorised or unlawful processing, accidental loss, destruction or damage. Your data will not be disclosed to any external organisations except for those acting as agents for the University under defined written agreements. Data is never “sold” to third parties. Limited data may be shared with affiliates of the University such as senior volunteers serving on our boards. This information is shared only for University purposes and is not retained by the affiliate for longer than necessary.
Some of your data may be anonymised and shared with a third party to help with the preparation and management of our fundraising. None of your data is retained by the third party once the process is complete or used by them for any other purpose.
If you engage with the University through a third party (for example, supporting the University via JustGiving or through a gift to a partner such as American Alumni of Glasgow University in the USA) then we may obtain information about you from that third party. Data obtained in this way is bound by the terms of this privacy notice.
While we are happy to facilitate communication between individual alumni, we will never pass on your details without prior permission.
From time to time it may be necessary to share some of your information to trusted third parties outside the EEA. For example, event venues may require details of attendees for safety and security purposes. We will seek your consent to use data for these purposes and ensure these third parties provide an adequate level of protection in accordance with UK data protection law.
HOW WE PROCESS YOUR DONATION
If you make a donation, this will usually be processed by the University of Glasgow Trust (‘the Trust’), but in some cases your donation will be paid directly to the University of Glasgow. Your donation form or page will inform you which of these is relevant to your donation.
When your donation is paid to the Trust
The Trust will be the data controller and your data will be controlled and processed according to the Trust’s privacy notice.
When your donation is paid to the University
The University will be the controller of your data and your data will be controlled and processed by the University under the terms of this privacy notice.
When you make a donation directly to the University, the University will process the following data:
YOUR RIGHTS AND PREFERENCES
The DAO considers its relationship with alumni and supporters to be lifelong. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You always have the right to:
At any time, you can
If you are an alumnus/a and exercise your right to be removed from our database, we will maintain some core data (name, qualification information, General Council number, date of birth) for archive purposes and to ensure we do not contact you inadvertently in future. If you are a donor, we may also need to retain some financial records for the period of time required for statutory purposes (for example Gift Aid, anti-fraud and accounting matters).
If you have any questions about this privacy notice please contact us at
Development & Alumni
Berkeley Square, Pavilion 3
University of Glasgow
T: +44 (0)141 330 4569
For wider enquiries about how the University manages information please contact
Data Protection & Freedom of Information Office
University of Glasgow
From time to time we may use your data for new purposes not currently described in this privacy notice. If our data practices change at some time in the future we will always post the policy changes on this page.
NOTE REGARDING ADDRESSES IN CHINA
If the address we hold for you is in China we will use your data in accordance with Chinese laws and regulations on fundraising.
Updated February 2020