Privacy Notices - Alumni

Please see below for UCLan’s Alumni 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 graduate from UCLan and become one of our alumni. 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.

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.

UCLan’s Data Protection Officer is the Information Governance Manager, who can be contacted on Further information and contact details can be found on our data protection pages.

When you graduate, you automatically become an alumnus and will be provided with information about the University’s alumni network. To offer you an alumni service we will use information about you from your student record such as name, contact details, course information, etc. and information you provide directly to us. Our alumni service is offered to all graduates of the University of Central Lancashire, Lancashire Polytechnic, Preston Polytechnic and the Harris Institute.

The information we may process about you includes the following:

  • Name(s); title; gender; nationality; date of birth; name changes.
  • Contact details including email; postal address; telephone number; mobile number; and links to social media accounts.
  • Information about your time at the University and other academic institutions, including other qualifications or courses studied.
  • Your occupation and professional details.
  • Records of donations and gift aid status (where applicable).
  • Records of communications sent to you by the alumni team.
  • Information on the engagement you have had with the University e.g. events attended; networks involved in; etc.
  • Case study information and associated images, along with a record of the consent you have given us to use this information.

We use information about you to offer you an alumni service which includes keeping you informed of University news, publications and events, career opportunities and business start-up support, academic and professional development opportunities, fundraising and charitable programmes. 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 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 where required. You can opt out of receiving communications which are considered to be marketing 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.

The University relies on the following legal 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. Some internal reporting and monitoring, and research, is carried out as part of our public tasks.

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 condition to, among other things:

  • communicate marketing messages to you (unless you opt out). It is in the University’s legitimate interests to promote its services, courses and events to those who may be interested;
  • deliver services and facilities to you associated with your status as an alumnus, such as the Careers Service and the alumni network. For example, it is in the interests of you, our alumnus, to have access to careers advice to help you plan for your future and secure employment, and to be provided with other beneficial alumni services to help you get the most out of your time at UCLan and beyond;
  • produce some internal reports, research and statistics. It is in our legitimate interests to use these to evaluate, plan and assess how the University is operating and make any changes we think are appropriate and will benefit alumni and current and future students.

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 legal 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 legal 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 may 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 may share information with include the following:

  • HESA (the Higher Education and Statistics Agency). From 2017/18 onwards, we are required to share some graduate data with HESA for the Graduate Outcomes Survey. For more information please see HESA’s Graduate Outcomes website.
  • Companies or organisations acting on our behalf: We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

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.

Alumni records are retained indefinitely.

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 it is necessary for your student 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 relevant part of the University, or the Information Governance Manager, 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.