The University of Brighton’s Philanthropy and Alumni Engagement (PAE) department supports the life and work of the university through contact with alumni and other supporters. We do this by offering a range of academic, social and networking events, keeping our community updated via regular communications and providing access to specific resources, eg the careers service. We also work to secure philanthropic support (financial and in-kind) for the university’s students, teaching, research and capital projects.
In order to do this, we maintain a database that contains personal data collected by the university during the course of our relationship with our students, alumni, donors and supporters. Initially, data about students is transferred into our database from the student record system, in accordance with the section on retention of student data (12.1) within the university’s data protection policy.
The vast majority of the information we hold is obtained directly from you; and if you interact with any other departments or schools within the university, we may receive data from these areas.
Our aim is to provide you, our alumni and stakeholders, with a personalised experience and information about you helps us achieve this. We always aim to keep your details up to date and so we will conduct projects to check the contact details we have for you are current, and, where appropriate, update them. As a result, some of the data we hold for you 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 assess your inclination and capacity to support the university financially or by volunteering your time.
All alumni and stakeholders can update their consent and communications preferences here. This allows you to inform us what you would like to hear from us about and via which communications channels. We will periodically contact alumni and stakeholders to review communication preferences and areas of interest – most likely every 2-5 years.
The personal data stored and processed by the University of Brighton may include:
- your name and title
- your date of birth
- your contact details
- your gender
- information about your time at the university and other education history
- your professional activities and/or employment
- current interests and activities, which may include extracts from any related media stories
- your relationships to other alumni, donors and friends
- donor status and wealth assessment information
- records of all communications and marketing activities we have sent you
- volunteering by you on behalf of the university
- your attendance at university events
- family and spouse/partner details.
The university does not collect and store any bank or credit/debit card details within the PAE database. Also, please note that we do our best to keep information secure, including the use of SSL technology (secure server software) wherever personal data is collected online.
Unless you have requested otherwise, your data will be used and processed for a full range of alumni/stakeholder engagement activities and programmes involving both academic and administrative departments at the university.
These include the following communications and marketing activity, which may be sent by mail, email, telephone and social media:
- sending of university publications
- notification of relevant events
- fundraising appeals (including telephone campaigns staffed by current students)
- promotion of benefits and services for alumni and friends
- promotion of alumni and student mentoring services.
Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an email sent from us is opened and/or how many links are clicked within the message – the data from such tracking is used in an anonymised and aggregated form. In addition, we may collect other non-personal data such as IP addresses and webpages accessed.
As part of this, we may analyse the personal information we collect to create a profile of your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information. This allows us to target our resources as effectively as possible which our alumni and stakeholders tell us is important for them.
We may combine information you provide to us with information available from other external sources – this could be via social media channels (depending upon your privacy settings) or other publicly available information sources such as LinkedIn, Companies House and printed/online articles and newspapers – to help us understand more about you as an individual and your ability to support or engage with the university, as well as the preferences of our wider alumni community.
We also use publicly available sources to carry out due diligence on donors in line with the university’s Donation Acceptance, Disbursement and Ethical Fundraising policy and to meet money laundering regulations.
Fundraising is a key part of PAE’s activities 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 are committed to the Regulator’s Code of Practice and we will also always abide by our institutional obligations as an exempt charity.
We aim to keep your data current and we would welcome any updates to your details you may wish to submit, including communication preferences.
You have a right to request copies of the data held about you by PAE. To do so, please contact email@example.com. Should you object to the holding of your data by PAE, the use of your data for any or all of the above purposes, or should you wish to amend the type of communications you receive, or the way in which the university contacts you, please contact firstname.lastname@example.org.