Please see below for UCLan’s Alumni, Donor and Supporter privacy notices.
For more details please contact the Information Governance Manager
This privacy notice tells you what to expect us to do with your personal information when you complete and pass your UCLan course and become one of our alumni, donate to, or support the University. Personal information (or personal data) is any information which relates to and identifies you. Data protection legislation (the General Data Protection Regulation (GDPR) and the Data Protection Act 2018) set out how we should handle your personal information.
In most instances, when you become an alumnus, donor or supporter of the University, the External Relations office will collect data directly when engaging with you; or when you provide it to us via our sign-up form, face to face meeting, letter, online updates or email.
The University of Central Lancashire Higher Education Corporation is the data controller for the personal information we process, unless otherwise stated. We are registered with the Information Commissioner’s Office and our registration number is Z5512420.
There are many ways you can contact us, including by phone, email, social media and post. You can also contact the alumni team directly by email or phone; update your contact details or communication preferences; or tell us that you no longer want to hear from us, all via our dedicated web pages.
When you complete and pass your course, you automatically become a member of the University of Central Lancashire Alumni Network and will be provided with information about our services. To offer you an alumni service we will use information about you from your student record such as name, contact details, course information, etc. as well as information you provide directly to us. This information will be added to our CRM system to enable us to provide our alumni service, which is offered to all graduates of the University of Central Lancashire, Lancashire Polytechnic, Preston Polytechnic, Harris College and the Harris Institute.
The information we will process about you may include the following:
Donors and supporters play an important role in the life of the University of Central Lancashire. The External Relations office is here to support our alumni, donors and supporters, keeping you informed as to what is happening at the University and beyond: engaging with you on relevant activities which we hope will be of interest to you. This includes sharing University, alumni and supporter news and activities, events, fundraising campaigns, networking, and volunteering opportunities.
The information we will process about you may include the following:
We use information about you to offer you an alumni service which includes keeping you informed about University news, publications and events, career opportunities, business start-up support and academic and professional development opportunities. We also use information about you to process gifts or donations you have given us and to manage and administer the many services we make available to our alumni, such as free use of the University Library. To find out more about the available services, please see our web pages.
We will also use your information to support our fundraising and charitable programmes. We do not undertake ‘wealth screening’ but we will analyse the information we hold about you in our CRM system to help us to decide which of our alumni to contact about particular opportunities to contribute to our fundraising activities e.g. by selecting alumni who live in a particular area, work in a specific industry or have listed specific interests. We will also use your information to send you messages about our fundraising events and charitable programmes.
We will use your information to communicate effectively with you via post, email, telephone, text (SMS), social media or other methods as appropriate, obtaining your prior consent to do so by asking you to opt in to communications, where required. You can opt out of receiving communications which are considered to be marketing (including fundraising communications) by updating your communication preferences via our web pages. Not all of the communications we send are marketing.
We also use your information to compile statistics and for research, surveys and market research to help with corporate planning, reporting and University administration. We use your information in this way to help improve our alumni service, to enhance the UCLan experience for current and prospective students and to generally make UCLan a great place to study.
The External Relations office exists to communicate the University of Central Lancashire activities, institutional views, latest news and points of excellence with staff, stakeholders, students, alumni, donors, and current and past supporters of the University, and to raise philanthropic funds. We will use your information to carry out all of these activities.
We will also use your information to support our fundraising and charitable programmes. We do not undertake ‘wealth screening’ but we will analyse the information we hold about you in our CRM system to help us to decide which of our donors and supporters to contact about particular opportunities to contribute to our fundraising activities e.g. by selecting donors and supporters who live in a particular area, work in a specific industry or have listed specific interests.
We will also use your information to keep you informed as to what is happening at the University and beyond: engaging with you on relevant activities which we hope will be of interest to you. This includes sharing University, alumni and supporter news and activities, events, fundraising campaigns, networking, and volunteering, including via email.
The University relies on the following lawful bases from the GDPR to process information about you for the purposes set out in this notice:
Article 6(1)(e), which allows us to process personal data where it is necessary to perform a task in the public interest. Research and some internal reporting and monitoring is carried out as part of our public tasks. We may also rely on this lawful basis to process personal data where it is necessary for the public tasks of other organisations, such as when we disclose information to HESA for the Graduate Outcomes Survey (see ‘Who will my personal information be shared with?’ for further information).
Article 6(1)(f), which allows us to process personal data where it is in our, or someone else’s, legitimate interests to do so and it does not unduly prejudice your rights and freedoms. We rely on this lawful basis for the majority of our alumni, donor and supporter activities including, among other things:
We also process some information only if you provide your consent, for example case studies and images. In this case, Article 6(1)(a) applies, and Article 9(2)(a) applies where the information is special category data (special category data is information about your race, ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data used for ID purposes, health, sex life or sexual orientation). It will be clear where we are relying on your consent to collect and use your information because consent will be requested at the time you provide the information. When you are asked for consent, we will explain why we are asking for the information and how we will use it if you choose to provide it. Consent can be withdrawn at any time and we will explain how you can do this in each individual case.
Where we process special category data for the purposes set out in this notice, we rely on the following lawful bases from the GDPR and DPA:
Article 9(2)(g) GDPR, which allows us to process special category data if the processing is necessary in the substantial public interest and there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1 DPA. Further information about the lawful bases from Schedule 1 DPA on which we rely to process this type of personal data can be found in the policy Data Protection: Processing special category data and criminal convictions data.
Article 9(2)(j) GDPR, which allows us to process special category data for archiving, scientific or historical research purposes or statistical purposes, where there is a basis to do so in law. The law which allows us to rely on this basis is section 10 DPA by virtue of Schedule 1(4) DPA.
We will share your information with external organisations and bodies, some of which are processing personal data on our behalf. We only share your personal data with another person or organisation where the law requires or allows us to and we consider it to be appropriate under the circumstances. The external parties we will share information with include the following:
Occasionally we may need to send your personal information outside the EEA e.g. to obtain a service from a data processor. Any such transfers will be carried out in compliance with data protection legislation and with appropriate safeguards in place to protect your information and ensure it remains secure.
We consider our relationship with our alumni, donors and supporters to be lifelong so all records are retained indefinitely and continually updated.
Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information. Further information about each of these rights can be found on the Information Commissioner’s Office website.
Your right of access
You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process. For further information or to make a request, please see our website.
Your right to rectification
You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing
You have the right to object to any processing we carry out, if we carry it out on the basis that it forms part of our public task or is in our legitimate interests. You also have the right to object to your personal information being used for direct marketing purposes.
Your right to data portability
This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another or give it to you. The right only applies if we are processing information because we have your consent or because you have a contract with us and it is necessary for the performance of that contract, and the processing is automated.
We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact the alumni team, or the Information Governance Manager & Data Protection Officer, and we will respond.
If you remain dissatisfied, you can make a complaint about the way we process your personal information to the Information Commissioner’s Office, which is the UK supervisory authority for data protection. Further information can be found on the data protection pages of our website.