Please see below for UCLan’s Alumni privacy notices.
For more details please contact the Information Governance Manager
The alumni department is part of the University of Central Lancashire; we manage communications and relationships with our alumni, whether you have graduated from the Harris Institute, Preston Polytechnic, Lancashire Polytechnic or the University of Central Lancashire. We do this by offering a range of services, support, publications, news, event information and careers and business advice. In order to do this we hold a database that contains personal data from when you studied with us. We process and store personal data relating to our alumni, and as a result adhere to the General Data Protection Regulations (GDPR), the legal basis for collating this data is Legitimate Interest.
Further, we are aware of our responsibilities under the Privacy & Electronic Communications Regulations 2003 (PECR) and as such we will only communicate with you via email, SMS or telephone if we have your consent to do so.
Data about our graduating students is transferred into the alumni database from the student record system. We aim to keep your details up to date, and we encourage all departments within the University to direct communications to you via our alumni department. All graduating students will be asked about their marketing preferences prior to graduation, and asked to opt-in to communications from us.
The alumni department hold records of all graduating students from UCLan in perpetuity. The personal data we store and process, of which the majority is given by you may include:
Based on your opting-in to communications from the University’s alumni department, the alumni department will use your data to communicate key university messages. These include the following, which may be delivered by email, telephone, post or SMS subject to your preferences:
We may also process personal data for the following purposes:
In some cases, we may be obliged to process your data for statutory and contractual purposes. In particular HESA who run the annual Graduate Outcomes survey. Further information can be found here: https://www.hesa.ac.uk/innovation/outcomes/students
We will not disclose your data to individuals or other third-party organisations external to the University, other than those entities who are delivering a service to the University or you. The University does not sell or trade your data with any other organisations.
Your data is stored on our secure server, which is properly protected by the use of firewalls and other data security systems. Further, access to your data is restricted, with access to student data restricted. View our Data protection policy and related guidance documents which give more detail of how we will treat your data.
Subject Access Request
Under the General Data Protection Regulations (GDPR) you have the right to make a Subject Access Request (SAR) and to obtain copies of records and files relating to you held by the University.
If you wish to make a SAR then please email firstname.lastname@example.org with details of the information you require. The University has a month to reply to you unless your request is complex or there are a number of requests, in which case the deadline can be extended by a further two months, but the University will contact you within a month of receipt of the SAR, explaining why an extension is necessary. There is ordinarily no charge for making a SAR.
Right to Erasure
The right to erasure is also known as ‘the right to be forgotten’. The broad principle underpinning this right is to enable an individual to request the deletion or removal of personal data where there is no compelling reason for its continued processing.
The right to erasure does not provide an absolute ‘right to be forgotten’. Individuals have a right to have personal data erased and to prevent processing in specific circumstances:
Under the GDPR, this right is not limited to processing that causes unwarranted and substantial damage or distress. However, if the processing does cause damage or distress, this is likely to make the case for erasure stronger.
We can refuse to comply with a request for erasure where the personal data is processed for the following reasons:
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services.
It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability.
The right to data portability only applies:
to personal data you have provided to UCLan;
where the processing is based on your consent or for the performance of a contract; and
when processing is carried out by automated means
Where a relevant request is made by you to UCLan we will facilitate your request as soon as possible, and in no longer than one month.
Whilst this statement covers what and how we use your information for presently, it is possible that we may use your data for new purposes in the future which is not currently described in this statement. If our practices do change, then this policy will be amended to reflect this.
Policy last updated: May 2018