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Alumni and Supporter Data Processing Notice

The Development and Alumni Relations Office helps former students to keep in touch with the University and with fellow alumni, as well as to provide opportunities to support the work of Cardiff Met.

This statement explains how Cardiff Met handles and uses data about its alumni, friends, current and future supporters. This statement is in addition to the University's Student Fair Processing Notice.

The Development and Alumni Relations Office holds all former student data. During the enrolment process as a student and at other times in direct correspondence with the Alumni Office, we tell you how we intend to process your personal data. We will continue to process your personal data until we no longer have your consent to do so.

Why we use your data

The records are used by the University for alumni relations and fundraising purposes. This includes sending publications (hard copy and electronic), alumni surveys, fundraising appeals, invitations to alumni events, information about other services and volunteering opportunities.  Communications may be sent by post, telephone, text or electronic means.

What details we hold

The records we hold contain education, contact details, career and other achievements.  Contact and relationships with the University since graduation and donations are also recorded. In some cases other information is added; special categories of data you provide for a specific purpose (e.g. disability or dietary requirements for event management purposes); information about your family and other relationships; financial data; and information about your areas of interest and potential to support the University.

How we keep our data accurate

We always strive to keep our data as accurate as possible so we really appreciate it when you keep us up to date with your most recent contact details. You can do this online, by post or telephone.

We may also consult alternative and publicly available sources in order undertake data accuracy checks, such as: Royal Mail National Change of Address database (NCOA); BT Operator Services Information System (OSIS) and wealth intelligence databases. We may also from time to time review the employment information we hold for you through publicly available information such as social media, newspaper articles and publications, company websites, Companies House and other company information databases, Charity Commission and Office of the Scottish Charity Regulator (OSCR) registers. Where we appoint an external party to undertake a screening of information, any such arrangements will be subject to a formal agreement between Cardiff Met and that organisation, to protect the security of your data.

We occasionally conduct research to help us understand our alumni, supporters and potential supporters. This may include gathering information from publicly available resources to give an insight into your philanthropic interests and ability to support Cardiff Met. This is sometimes referred to as 'wealth screening'.

From time to time we may also conduct some analysis of our data to help us understand our alumni and supporters, to ensure we are efficient and that only relevant communications are sent to you. This may include assigning a score calculated using personal data and how engaged with us you have previously been. Tools may be used to monitor the effectiveness of our communications with you, including email tracking, which records when an email from us is opened and/or how many links are clicked within the message.

Sharing your data

Your personal data will not be passed without your permission to external organisations or individuals other than those acting in a capacity as agents for the University.

Within the University, we undertake regular reviews of who has access to your personal data. Your information is only accessible by appropriately trained staff.

Your rights about the data we hold

Your rights in respect of the personal data we hold about you are very important to us. If you have any queries, wish to restrict data processing including use for marketing or do not want to be contacted by the University, please contact us or update your preferences online. If you chose to opt-out of all communications, minimal information is always retained to make sure you are not contacted again inadvertently (e.g. name, degree, subject of study, year of graduation).

As a data subject, under the Data Protection Act, you have a right to request access to the personal data held about you. Please contact us or our Data Protection Officer for more information.

If you are unhappy with the way in which your personal data has been processed you may complain directly to the Information Commissioner's Office, further information can be found at the Information Commissioner's Office website.  

Your feedback is important to us. If you have a complaint about any of our fundraising activity, you can find our complaints procedure on the Cardiff Met website.

Changes to this notice

From time to time this notice may be updated. Any changes will normally only be notified via this webpage.