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1. Introduction

Southampton Solent University wishes to maintain and grow a lifelong, mutually beneficial relationship between the University and its alumni, supporters and friends.  

Graduates of Southampton Solent University and its precursor institutions, the Southampton College of Technology, Southampton College of Higher Education and the Southampton Institute of Higher Education, are all members of the Southampton Solent University alumni community.  

This privacy policy sets out how we manage and use your data to enable us to keep you informed about the University and provide opportunities for you to continue to be involved in the life and activities of the University. This includes providing you with services you have requested, for administration purposes, and to further our charitable and educational aims including fundraising, volunteering and other activities. Your data is stored securely and in accordance with the Data Protection Act 1998. We never sell your information to third parties. 

This privacy policy applies specifically to information held about alumni, supporters and friends of Southampton Solent University.  It is supplementary to the University’s Data Protection Declaration which was presented to you on enrolment; the latest version can be found here.

2. Where we get your data

At the point of graduation, your name, degree, basic biographical information (as defined in Section 3) and contact details from the University student system are used to create a record for you in the alumni database. We also create a record for any non-alumni donors and friends of the University who wish to receive our information. 

Much of the data we hold comes directly from you – this includes information you gave to us when you were a student or information that you have provided subsequently, for example when enquiring about our services, registering for activities, making a donation or completing an update your details form.  

We may also update your record with information that is publicly available, for example LinkedIn, Companies House and media articles.

3. Types of data we hold

  • Biographical information including names, titles, gender, date of birth, and contact details such as address, email and phone number 
  • Information about your time at Southampton Solent and any precursor institutions including education details, prizes, scholarships 
  • Employment details and employment history  
  • Your relationships including partner/spouse and friends if they are also alumni of Southampton Solent University
  • Donations to the University including gift aid status and if donating by Direct Debit or standing order – we do not store credit or debit card numbers 
  • Records of communications with and from the University 
  • Registration, booking details and attendance at events  
  • Records of volunteering with the University and any volunteering interests 
  • Appended information from publicly available sources  
  • Future fundraising and engagement plans including details of planned financial and non-financial asks for support, projects of potential interest and indicators of your volunteering/giving potential and wealth 
  • Communication preferences 
  • Hobbies and interests if provided by you in order to streamline alumni communications
  • Dietary and mobility/access requirements if provided by you for alumni events

We aim to keep your data up to date and accurate and we welcome any updates to your details you may wish to provide here. Should you object to the holding of your data by the University or wish to have it removed, please see section 9.

4. Data collected by our websites and emails

The University web server automatically collects standard information, including your IP address, browser type, operating system and access times when you visit our websites.

We may use cookies to monitor visitor traffic and to customise web page content based on your browser type, IP address or other anonymous information. Cookies are text files that identify your computer to our server; cookies in themselves do not identify the individual user, just the computer used.

The link below contains information about the University’s use of cookies and gives information on how you can opt out.

Cookies

Our website uses Google Analytics to analyse how users use the site. The link below contains information about Google Analytics and gives information on how you can opt out (see the ‘Privacy Controls’ section).

Google Analytics - Safeguarding your data

5. Why and how we use your data

We use your data to communicate with you via post, email, social media and phone (telephone and SMS) about Southampton Solent University. This includes providing you with services you have requested and to further our charitable and educational aims including fundraising, volunteering, event invitations and newsletters.

We want to send you timely, relevant and appropriate messages via mail, email and telephone. We may also use your email address to show you targeted content on social media, including promoted posts or advertisements from the Southampton Solent University alumni Facebook page. To do this we may segment our communications based on demographic (e.g. age, year of graduation, interests), geographical (where you live) and education information. This helps us to ensure that our alumni and supporters receive communications that are relevant to them and their interests. To help monitor and improve our communications we can track when an email we send is opened and how many links are clicked within the message. We may use this information to personalise the way our websites and emails are presented to you and to improve the content of our communications.

Fundraising and volunteering is important to the University as it provides additional resources to help teaching, research and students. If we believe that you may have the ability to make a significant financial or non-financial contribution to the University we may undertake further research using publicly available information. This may include wealth screening and profiling. Wealth screening looks at top indicators of wealth such as property ownership, business affiliations and stock holdings in public companies, and uses this publicly available data to put together an estimate of a potential supporter’s wealth and likelihood of donating. This information may be used to create a profile about you, including relevant interests and experiences with the University. We do this because it allows us to understand the background of people who support us, helps us make appropriate requests for support and allows us to target our resources effectively.

These processes help us to better understand your interests, preferences and the type and level of donation you may be interested in giving. This allows us to make appropriate requests to our supporters, helping us raise more money, more cost effectively, and more respectfully than we otherwise could. We undertake due diligence on potential donations in line with the University’s Gift Acceptance and Ethical Fundraising Policy.  

Our fundraising campaigns are managed in-house by permanent External Relations staff and may include direct mail (both postal and electronic), social media, telephone and face-to-face visits. We do not use external fundraising agencies or external professional fundraisers to ask for donations on our behalf. 

Academic departments and professional services (for example the Careers service) may also wish to contact you from time to time or to find out more about specific groups of alumni. A typical example would be identifying amongst our alumni how many professionals there are working in a particular sector. Where this is the case we work with departments to provide them with up-to-date data and manage the sending of any associated communications.  

We are very grateful for the support of our donors and we like to publish their names on our donor lists to recognise their support and to encourage others to donate. If you donate to the University and do not wish your donation to be publicly recognised, you can choose to donate anonymously. This means we will record your donation on our systems, but will not publicly acknowledge or publish your name on donor lists or other stewardship materials both online and in written publications. We like to publish case studies online and in our magazines, and will always ask permission from those people involved in the case studies before publication. 

6. Who has access to your data

Your data is held in a secure database with controls in place to limit who has access to it. 

We never pass information to third parties except in the following cases: 

  • If using external service providers as data processers/agents on our behalf, to help provide benefits and services. These include email services to send emails and newsletters, mailing houses to send out postal letters and magazines, and companies to screen names and addresses to help keep addresses up to date, to make an assessment of our alumni and friends capacity and likelihood to give using publicly available information, and to check data against preference services. We always make sure there are appropriate controls in place regarding how third parties handle your data to ensure they never use the data for non-Southampton Solent University purposes. 
  • If we are required by law to disclose your information.
  • If we have obtained your permission to do so. 

We may use external service providers based in countries or jurisdictions outside of the UK. These countries may not provide the same level of data protection as the UK. If we do use these services, we will put appropriate controls in place to ensure your information is protected.

We will never sell your information to a third party.

7. Future changes

We regularly review this policy and will update it if there are changes in how we manage or use your data. This page will always contain the latest version of this policy. 

8. How long personal data is held by the University

We consider our relationship with alumni, donors and other stakeholders to be life-long. This means that we will maintain a record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance the University will delete the majority of your personal data it holds, but will maintain basic personal data such as your name and education details to ensure that we do not inadvertently create a new record for you in the future.

9. Your rights

Should you object to the holding of your data by the University, the use of your data for any or all of the above purposes, want to make a complaint, to amend the type of communications you receive or the way in which University contacts you, please contact us by email: alumni@solent.ac.uk, or write to:

Alumni
External Relations
Southampton Solent University
East Park Terrace
Southampton, SO14 0YN

You have the right to request a copy of the personal information Southampton Solent University holds about you and to have any inaccuracies corrected. We currently charge £10 for information requests but as of 1st August 2017 there will be no charge for information requests. Upon such a request we will provide you with access to all the information we maintain about you subject to the conditions of the Data Protection Act 1998. Please request this service by writing to us via the addresses below.

freedom.information@solent.ac.uk

Freedom of Information – Academic Services
Southampton Solent University
East Park Terrace
Southampton, SO14 0YN

Last updated July 2017

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