Data Protection

Privacy Notices - Alumni

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.

At any time you can update your contact details and your communication preferences, you can also stop all communications from the University of Central Lancashire. You can do this by updating your details or by contacting the alumni team on email:  01772 892344.

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:

  • 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 account
  • 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 department
  • Information on the engagement you have had with the University, e.g. events attended, networks involved in etc.
  • Case study information and associated images – consent to use is also recorded


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:

  • Sending university news and publications
  • Notification of university events
  • Academic course and professional development information
  • Career opportunities and business start-up support
  • Fundraising and charitable programmes

We may also process personal data for the following purposes:

  • To verify an account when you register for UCLan Connect
  • To verify you are an alumnus if you register to use the library or Sir Tom Finney sports Centre
  • To register you to attend an event
  • To process and organise any mentoring, volunteering or speaking activity you have agreed to undertake for us
  • To process a gift or donation to have given us

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:

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 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:

  • Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
  • When the individual withdraws consent.
  • When the individual objects to the processing and there is no overriding legitimate interest for continuing the processing.
  • The personal data was unlawfully processed (ie otherwise in breach of the GDPR).
  • The personal data has to be erased in order to comply with a legal obligation.

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:

  • to exercise the right of freedom of expression and information;
  • to comply with a legal obligation for the performance of a public interest task or exercise of official authority.
  • for public health purposes in the public interest;
  • archiving purposes in the public interest, scientific research, historical research or statistical purposes; or
  • the exercise or defence of legal claims.

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.

Download the Alumni Privacy Notice (.pdf)

Policy last updated: May 2018