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How we use your data

 

March 2017

 

The Development and Alumni Relations Office at the University of Bristol (DARO) exists to engage with alumni and friends of the University to develop a mutually beneficial community, to promote the development of alumni networks and to raise philanthropic funds to support students and research at the University. This involves raising funds by direct mail, telephone, email and face to face meetings. We aim to act in a sensitive way and will endeavour to respond to all requests to opt out of specific communication from the University in a timely manner.

 

Data Protection statement:

DARO is committed to protecting your privacy.  This statement describes how DARO collects and uses personal information about people.  The terms of this statement may change and if so we will notify you in writing.

 

How we collect information:

All University of Bristol student names, degrees and contact details are copied from the student database and used to create a record for you on the Development and Alumni Relations database.  We also hold records on non alumni friends of the University of Bristol, donors and potential donors.

 

We primarily obtain personal information from you from the student records system when you graduate, when you enquire about our activities, update your details via an Alumni Update Form or on our website, make a donation to the University of Bristol or otherwise provide us with personal information. We may also receive information about you from third parties, for example, a friend of yours may pass your details to us to invite you to a reunion. We will always check with you before using these details for marketing purposes. If you have a relationship with the Students Union, for example as a lifetime member, we may share your contact details with them to ensure they have the most up to date means of contacting you.

 

We also sometimes collect information about you that is published publically and append it to your record, such as your current employer or any awards or accolades you may receive. Occasionally, we may screen your data with external companies, for example wealth screening companies or to append classifications based on your postcode. We take this approach in order to ensure you receive the most appropriate communications and that our fundraising activity is as effective as it can be, and in respect of major and very large donations, for due diligence purposes. 

 

What we collect:

The personal data stored and processed by the University may include:

 

  • biographic information including your name and title and your contact details;
  • information about your time at the University; your professional activities;
  • details of any volunteering by you on behalf of the University;
  • your attendance at university events;
  • your current interests and activities, which may include extracts from any related media stories;
  • relationships to other alumni, donors and friends;
  • donor status and wealth assessment information.

The personal information we hold is used:

  • to keep you up to date with news and progress regarding the University;
  • to promote alumni and friends activities and programmes ;
  • to further our charitable aims, including a range of fundraising programmes including direct marketing (such as receipt of University publications), telephone and email fundraising and
  • to provide you with any services you  have requested and the promotion of benefits and services.

We may use your details for the purposes of telephone fundraising. Our telephone fundraising campaigns are managed in-house, and we do not use external agencies.  Our callers are current University of Bristol students and are paid for their work, which provides them with valuable work experience whilst raising funds for the University.  We will respond sensitively to anyone we call who appears vulnerable. If you would like to opt-out of receiving telephone fundraising calls, please email us at alumni-change@bristol.ac.uk    

 

Your choices:

You can choose which type of information you would like to receive from the University and we will ensure that we only use your personal information to contact you with information that is relevant to you. You can change your marketing and contact preferences at any time by contacting us at alumni-change@bristol.ac.uk    

 

For new graduates, you will be asked at the graduation ceremonies whether you are happy to continue receiving information relating to the University and its activities, and to be contacted by Development and Alumni Relations in relation to fundraising campaigns.  We will also inform you of this change of use via an email before you leave. You can choose to opt out of these communications at any time by emailing alumni.change@bristol.ac.uk

 

How we protect the information:

All personal information is treated confidentially and with respect for the benefit of the University and its members in accordance with the Data Protection Act.

 

Any personal information we obtain will be held securely on the University’s Development and Alumni Relations database. This is hosted within the EU and is fully SAS 70 Type II Certified and PCI DSS complaint. We take appropriate steps to ensure that we only record and store information which is relevant, that we keep it securely, that it is accurate and up to date and only kept for an appropriate length of time.

 

The University's DARO will be using a US based company, Blackbaud Inc., to process our email communications. Blackbaud Inc. has signed up to the Privacy Shield, ensuring they meet EU standards in relation to security and data protection..

 

Disclosure of information to third parties;

We will never sell your data to other companies or charities and will only share your data with those providing a service for the University, as set out below.

 

Personal information will not be disclosed to external organisations other than those acting on the instructions of   the University.  Where this is the case, a written contract will be put in place between the University and the third party to set out the purposes for which the information can be used and the security measures that must be in place.   The service provider will agree to never use your data for any additional purpose not set out in the agreement with the University.  For example, we use a mailing house to send out copies of Nonesuch.

 

We may also disclose relevant personal information to fellow alumni who are arranging reunions or other events on behalf of the University’s Convocation and alumni associations.

 

Bristol Alumni Online

Bristol Alumni Online is a service provided free of charge for University of Bristol alumni. All potential users will be verified against our current records during the registration process before being granted full access to the site. The University of Bristol reserves the right to refuse access to anyone who misuses the site in any way.

 

Accessing your personal information

If you wish to request access to any of your personal information held by DARO, please use the University’s subject access procedure detailed at: http://www.bris.ac.uk/secretary/data-protection/subject-access/

 

If you wish to amend the type of communications you receive or the way in which the University contacts you, please contact: alumni-change@bristol.ac.uk. If you have any concerns or queries about this policy, or about how we hold and use your data, please contactsaffron.quaife@bristol.ac.uk