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Alumni and Supporter Data Processing Notice

The Alumni 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 Data Protection – Records Management information.

The Alumni 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. 

How we collect information 

All student names, degree and contact details are copied from the University student records system (Ql-x) and are used to create a record on the Alumni Office database (the Raiser’s Edge). Records of non-alumni supporters, donors and affiliates are also held on the database. We also obtain personal information through direct contact with individuals including at events, through donations and other University activities. We may also update your record based on information available in the public domain. We hold and process this information on the grounds that it is in the ‘legitimate interests’ of the University to do this and is also beneficial to the individuals concerned (Article 6(1)(f) of GDPR). 

What details we hold 

Personal information in our records includes: name, date of birth, contact details (including email address and mobile number). The records we hold might also contain education, 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. 

We will retain your data indefinitely in support of your lifelong relationship with Cardiff Metropolitan University or until you request us to do otherwise. 

We also collect information by tracking the links you click on in our emails and may use this to personalise digital content to you. The Cardiff Metropolitan University website uses cookies to retain user preferences and collect website usage information via Google Analytics. Further information on cookies, and how to disable them if desired can be found on our Cookies and Privacy Statement page

How 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 or email. 
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'. 

You have the right to opt-out at any time form any or all forms of processing. 

From time to time we may also conduct some analysis of our data to help us understand our alumni and supporters. This is to produce alumni population and engagement reports and to ensure only relevant communications are sent to you. Any reports which are produced will feature information which renders any person identifiable. 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. Your personal data will never be sold by 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 and/or fundraising 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). 

If your personal details change, we really appreciate you taking the time to notify us. We will only contact you if you have consented to receive communications or if there is a specific need which also complies with data protection rules. 

Under GDPR you have the right to object to the use of your data, you may opt-out of receiving particular types of communications from us and have the right to be told what information we hold 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.