Alumni and friends

.
.

Development Office privacy policy

The Development Office (DO) exists to support the University of Kent by maintaining contact with and providing services to students, staff, alumni and supporters of the University.  We do this by providing a range of academic, social and networking events and publications and supporting services such as  library and journal access, employment advice, mentoring and skills for recent graduates. We fundraise in support of students, teaching, research and capital projects.

How do we collect information?

In order to do this, we have a database that contains personal data collected by the University during the course of our relationship with our students, alumni, donors and friends.  The vast majority of the information we hold will have been obtained directly from our students and alumni; some of the data may also have been obtained from publicly available sources, e.g. we may find a new address for you by using the Post Office National Change of Address database (NCOA).  We collect this information in order to ensure that we can provide the most appropriate service possible – highlighting events, projects and activities that we believe may be of particular interest to you.

What information do we collect?

The DO values our relationship with you and we use your personal data to personalise our communication, improve our services and to ensure we work efficiently and effectively.  The personal data stored and processed by the University may include:

  • your name, title, gender and date of birth;
  • your contact details including address, email address and phone number;
  • information about your time at the University and other academic institutions:
  • your professional activities;
  • current interests and activities;
  • family and spouse/partner details;
  • relationships to other alumni, supporters and friends;
  • records of donations and Gift Aid status, where applicable (as required by the HMRC);
  • information about your wealth; such as your salary, business affiliations and property ownership;
  • records of communications sent to you by the DO or received from you;
  • volunteering by you on behalf of the University;
  • information about your use of www.kent.ac.uk and alumni.kent.ac.uk including your IP address, location, browser type, referral source, length of visit, number of page views and navigation around our website;
  • attendance at meetings with University staff and at events.

The University does not collect and store any bank or credit/debit card details and is fully PCI-DSS compliant.

Unless you have requested otherwise, your data is accessible to the University and its schools, faculties, and professional departments.  Alumni groups and volunteer communities do not have access to your data – all communications are managed directly by the Development Office.

Details are used and processed for a full range of alumni and fundraising activities and programmes involving academic and administrative departments.  These include, but are not limited to, the following communications and marketing activity (by mail, email telephone and SMS);

  • promotion of discounts and services;
  • sending University publications;
  • promotion of mentoring services;
  • notification of alumni events;
  • fundraising programmes.

Tools may be used to help us improve the effectiveness of the University’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.

We utilise tools and resources to help us understand our alumni, donors and potential donors, gathering information from publicly available resources (e.g. the electoral register, press, charity register) to assess the capacity of these groups to support the University. This activity may include wealth screening, which helps us to identify particular individuals with a connection to and ability to support our projects. 

We undertake due diligence for donors in line with the University’s Gift Acceptance Policy and to meet money laundering regulations.  We also seek new contact details for alumni with whom we are not in contact, to ensure the University can remain in touch with as many of its alumni as possible.  Lastly, we use data to undertake analysis projects to ensure only effective and relevant communications are sent to you.

Will we disclose the information we collect to outside parties?

We are committed to protecting your data.  It will not be disclosed to external organisations other than those acting as agents for the University, (e.g. the company that prints and sends our alumni magazine) unless required to do so by law. After graduation your data will be supplied to HESA in order for them to conduct the Destinations of Leavers from Higher Education survey, as required by government.

Our partners are subject to rigorous contractual agreements that ensure that your data information is always cared for and protected.

How do we protect personal information?

The University is committed to holding your data securely and treating it with sensitivity and in accordance with the Data Protection Act 1998. As a record of the former students of the University, we hold education records permanently.  

Your choices

The University aims to keep your data up to date and welcomes any update to your details you may wish to provide or you can manage your own data at https://alumni.kent.ac.uk/ 

You have a right to request copies of the data held about you by DO. To do so, please contact:  alumni@kent.ac.uk.    If you object to DO holding your data, the use of your data for any or all of the stated purposes, or should you wish to amend the type of communications you receive or the way in which the University contacts you, please contact alumni@kent.ac.uk.

 

Alumni Relations - Development Office

The University of Kent, Canterbury, Kent, CT2 7NZ, T: +44 (0)1227 764000