The processing of your data is necessary for the purposes of the legitimate interests of the Development and Alumni Relations Team. This privacy statement outlines what this means in practice and explains how Keele University’s Development and Alumni Relations Team collects, stores, manages and protects your data.
Who we are and what we do
As a Keele University graduate or supporter, you automatically become a member of the Keele University’s global network of alumni and friends of Keele. The Development & Alumni Relations Team and fellow members of the alumni community are there to support you throughout your lifetime, no matter where life takes you next. We do this by providing a range of academic, social and networking events and publications and providing services such as employment advice and skills for recent graduates. You will have opportunities to attend events and reunions, learn about volunteering and fundraising, access exclusive benefits and discounts, stay connected and create new connections that can help you in your life and career beyond Keele.
In order to provide these services, we have a database that contains personal data collected by Keele University during the course of our relationship with our students, alumni, donors and supporters. In the first instance, this is through the transfer of data from our student record system upon graduation and in accordance with the University’s Programme Terms and Conditions. The vast majority of the information we hold will have been obtained directly from you; and if you interact with other departments, faculties, schools or Keele University staff we may receive data from these areas in order to keep your details up to date.
Developing a better understanding of our graduates and supporters through their personal data allows us to make better decisions, allows us to engage in a bespoke and relevant manner and helps ensure that you are getting the best contact available from the Development and Alumni Relations team for your purposes. It also helps us, where appropriate, to ask for your support with the things we believe you care about most.
The data we hold
If you are a student/graduate, most of the data we hold would have been transferred from your student record. This includes:
- Your name, title, gender and date of birth
- Your home or parental address, email address and telephone numbers
- Mode of study (e.g full time, part-time, online learning)
- Course details, academic department and programme of study
- Start, end and graduation dates
- Scholarship, other funding information.
Some of the personal data we hold about you has been provided by you during interactions with Keele University and/or the Development and Alumni Relations Team, for example online activity, face to face meetings, event registrations, volunteering activity or making a donation, namely:
- Your donation history, gift amount, Gift Aid status, where applicable, as required by HMRC
- Updates to your contact details. Address, email and phone
- Records of verbal or email conversations/meetings, including personal and philanthropic interests
- Your family and partner/spousal details
- Your relationships with other Keele University alumni, staff, donors and friends
- Information about your engagement in Keele University meetings, events, groups or networks
- Your Volunteering activity with Keele University
- A record of the communications we have sent to you and any responses to such communications
- Your contact preferences.
The Development and Alumni Relations Team may also hold personal data relating to your professional activity to help us send you relevant content regarding careers, professional interest networks and volunteering activity. This data may have been provided by you, or it may have been obtained from social media (LinkedIn, Facebook) or publically available sources (Companies House and other business-related resources, namely:
- Your current job title, employer and work email addresses
- Previous role(s) and job title
- Your income band
What we use your information for
Unless you have requested otherwise, the information you provide is used by the University, its Schools and Faculties and alumni associations to communicate with you for its alumni engagement and fundraising purposes. These may include:
- Providing you with the services and information you asked for
- The promotion of benefits and services available to alumni
- The promotion of Keele University alumni events and reunions
- Distribution of University mailings (e.g. alumni magazines, newsletters, annual reports)
- University-related fundraising initiatives involving alumni
- Eliciting non-financial support (e.g. careers advice to students, help with student recruitment).
Wealth screening, data analysis and updating your contact details
Keele University was founded on philanthropy and philanthropy continues to make an enormous impact at our University, enhancing the experience of students, providing state-of-the-art teaching facilities, and funding research projects that have a global and transformational impact. To assist with our fundraising, we may gather information about you from publicly available sources – for example Companies House, the Electoral Register and the media, this information is used to help us better understand you as an individual and your ability to support the University. We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. When we use third-party partners your data is never sold and our partners are subject to contractual agreements which support compliance with Data Protection legislation.
Through such profiling, we may also hold data that has been created by Keele University Development and Alumni Relations Team, such as:
- Wealth capacity ratings, which is an estimated asset worth
- Philanthropic interests
- Internal classifications and ratings as a potential donor
- A rating level on your engagement which is created from a mix of your event attendance, donation history and other interactions with the University.
We continuously review records of alumni to ensure your data is as accurate as possible. We may therefore consult alternative publicly available sources in order to do so, e.g. Royal Mail address files, BT phone directories, reviewing job information that you have made available via LinkedIn or Facebook (as per their Privacy Policies), newspaper articles, company websites and other publicly available sources. We may use third-party partners to automate this process.
By ensuring our data is up to date we can avoid wasteful postage costs of mailing incorrect address and ensure you can continue to enjoy the lifelong benefits that come with being alumni of Keele University.
To ensure that our communications are relevant to you and your interests, we may use tools that help us track whether the emails we send are opened and which links are clicked within a message. We may also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.
How long is personal data held by the Development and Alumni Relations team?
Keele University and the Development & Alumni Relations Team considers its relationship with alumni, donors and other stakeholders to be lifelong; giving you access to selected University services and a vast support network. This means that we will maintain a stakeholder record for you until such time as you notify us that you longer wish us to keep in touch. In this instance the Development and Alumni Relations team will delete the majority of your personal data it holds, but will maintain basic personal data to ensure we do not inadvertently create a new record in the future.
Your right to make changes or ask us to stop using your data
You are in control of your data have the right to opt-out of all or specific communications types at any point. To change your preferences, please contact us via: firstname.lastname@example.org or complete our contact preferences update form.
You also have the right to request copies of the data held about you, to do so please submit a ‘Subject Access Request‘ more information on this can be found here.
If you have a concern about how your data is being handled
Changes to the Privacy Statement
In the interested of being transparent we may amend this Privacy Statement from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the University website.
If you have any questions which you feel have not been answered by this Privacy Statement, please do not hesitate to contact to email or write to:
Forever Keele - AlumniHQ
Innovation Centre 2
Keele University Science & Innovation Park
Development & Alumni Relations Policy last updated 11 September 2018