Data protection statement
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The Development and Alumni Relations Office holds personal data collected by the university during the course of our relationship with our alumni, supporters and friends.
Student data held by St George’s, University of London, such as name, details and degree information, are copied from central university records and used to create a record for all alumni on the Development and Alumni Relations Office database.
We also hold records on non-alumni friends of the university, which includes donors, potential donors and those who have become actively engaged with the university.
A proportion of the information stored will have been obtained directly from you, for example when you register for an event or enquire about our activities; some of the data may also have been obtained from publicly available sources and appended to your record.
We may also use third parties to provide contact information, wealth screening (through which we receive indicators of individual wealth from an approved external supplier) and indicate whether our alumni, friends and potential supporters may be interested in giving. The data we hold on you will also be analysed to indicate which of our services, activities and appeals you may be interested in. All data are held securely and in accordance with the General Data Protection Regulation (GDPR) 2016/679 and the UK Data Protection Act 2018.
The personal data stored and processed by the Development Office may include:
information about your time at the university, and other education history
your professional activities
membership of groups such as the Friends of Senate House Library and the Society of Advanced Legal Study
current interests and activities, which may include extracts from related media stories
family and spouse/partner details
relationships to other alumni, donors and friends
donor status, research and fundraiser reports/briefings and wealth assessment information, indicators of your interest in giving, ethical and reputational risk analysis
records of communications, meetings and marketing activities by the university
volunteering by you on behalf of the university
registration and attendance at events
donation details if you express an interest in or make a donation to the university.
If you make a donation to the George’s, University of London, you have the option of deciding whether your name can be used on donor lists or other stewardship materials and you have the ability to opt out of future communications.
We obtain personal information from you when you enquire about our activities, register for an event or service, make a donation to the university or otherwise provide us with personal information.
We may record sensitive data you provide directly to us for a specific purpose, eg about a disability you disclose to us to ensure we have proper facilities in place at our events.
The university uses records for alumni relations and fundraising purposes. These include publications (print and electronic), alumni surveys, appeals and the marketing of alumni events and services such as providing transcripts, access to Senate House Library, reduced costs for use of Student Central etc. Communications may be sent by post, telephone or electronic means.
We may also contact you for marketing, promotional and fundraising purposes. These types of communications include:
informing you of other products, services or events related to St George’s, University of London, such as alumni, friends and supporter events, courses, reunions or networks
updates on university news
other relevant communications based upon your relationship with St George’s, University of London
information on fundraising operations, including occasional requests to consider giving financial support to the university, or to ask you to consider supporting the university in other ways.
Any such electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations. You can opt out of any or all of our communications at any point by contacting the alumni office.
All alumni and St George’s staff data is processed under the legal basis of legitimate interest. Due to the existing relationship between alumni and St George’s, processing of data is of clear legitimate interest to both parties. ‘Parents and families’ data is processed under the legal basis of contract, only when clear written permission is given.
Unless you have requested otherwise, data held by the Development and Alumni Relations Office is accessible to the university and its institutes. Data is used and processed for a full range of alumni activities and programmes involving academic and administrative departments, and a full range of communications and marketing activity (by mail, email, text and telephone), including the sending of university publications and the notification of alumni events, fundraising programmes and for the promotion of benefits and services.
Tools may be used to monitor the effectiveness of the university’s communications with you, including email tracking which records when an email from us is opened and/or how many links are clicked within the message. Your data will not be disclosed to external organisations other than those acting as agents for the university. External organisations such as those who:
manage our telephone campaign
provide the tools for our e-newsletter
host our customer relations database.
Whenever data is transferred to these third-party organisations, it is compressed and encrypted, then sent via secure upload.
The university may facilitate communication between individual alumni, but in doing so does not release personal contact details without prior permission.
Since a relationship between an alumnus and their alma mater is life long, we have no end retention time point. If an alumnus were to die, all processing would cease although the data would be retained to ensure they were not accidently contacted. Under the GDPR Right to Erasure, if requested, all data on a specific alumnus will be deleted.
The university is committed to holding your data securely and treating it with sensitivity.
All information is held and transmitted securely. Data is held in accordance with the university’s security policy.
You are in control of your data. You have a choice about whether you want to receive information about the university, our progress or fundraising activities, and by which methods of communication.
We will not use your personal information for marketing purposes if you have indicated to us that you do not wish to be contacted in this way. You can change your marketing and contact preferences at any time by contacting the Development and Alumni Relations Office at St George’s, University of London, Cranmer Terrace, London, SW17 0RE, UK or via email. We will work with you individually and personally to ensure we are adhering to your wishes.
If you wish to restrict data processing or sharing including use for marketing or do not want to be contacted by the university in any way, please inform us. You can request that we remove your details from our database by contacting the Development and Alumni Relations Office.
We will publish any changes we make to this data protection statement and, where appropriate, notify you by email.
The university aims to keep your data up to date and welcomes any updates to your details you may wish to send.
We continuously review records of alumni and supporters to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, eg Royal Mail address files, reviewing job information that you have made publicly available via social media, newspaper articles, company filings, corporate websites and other publicly available sources.
Where we appoint an external party to undertake this type of review, any such arrangements will be subject to a formal agreement between the university and that organisation, to protect the security of your data.
You have a right to request copies of the data held about you by the Development and Alumni Relations Office and the wider university.
To do so, please contact the alumni office.
The terms of this statement may change, so please check it periodically. This statement was last updated May 2018.
If you have any queries about this privacy statement, please contact the Data Protection Officer.
Our website may include links to websites run by other organisations. St George’s, University of London is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.
By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement.
More information can be found in the university’s full data protection policy.
If you have any questions or wish to update your record, please contact the Development and Alumni Relations Office at St George’s, University of London, Cranmer Terrace, London, SW17 0RE or via email.
If you are unhappy with the way in which your personal data is being processed you may, in the first instance, lodge a complaint with the university Data Protection Officer using the contact details above.
If you continue to have concerns thereafter you have the right to contact the Information Commissioner for a decision. The Information Commissioner can be contacted as below.