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Alumni and Supporters

The Directorate for Advancement is primarily responsible for alumni relations and fundraising at the University of Stirling. This section relates to personal data of alumni and supporters and clarifies the storage, processing and usage of data by the Directorate for Advancement.

This statement applies to external relations data, managed by the Directorate for Advancement, but other departments that may hold your information for different purposes may process data under different grounds.

Purpose and legal basis for Processing your personal data

The University has official authority based on its Charter which means it is in the public interest to engage with our alumni and to raise funds therefore the legal basis for the processing of personal data held by the alumni relations and fundraising team (the Directorate for Advancement) is under Article 6(1)(e) of GDPR. 

What Personal Data we process about you

The Directorate for Advancement holds basic records for all Alumni including contact details, courses studied, date of birth, nationality and scholarships awarded, which are obtained from your student record when you leave the University. In addition we also keep a record of communications with you and any other details you provide voluntarily such as employment details or fundraising causes you are interested in.

The Directorate for Advancement will only hold special categories of personal data where you provide us with such data for a specific purpose and permit us to store that information. For example, information about a disability may be disclosed for the purposes of ensuring that access requirements are met when attending an event, with permission given to record those requirements for subsequent events.

Use of data by other University departments

The data you give us whether online, by email, telephone or post may be made available as appropriate to our academic and administrative departments, recognised University of Stirling alumni clubs and associations. When doing this we will ensure that your wishes are respected and make sure the data processing is lawful.

This internal data sharing is primarily done to allow University departments to engage with alumni and other contacts who fit a particular set of criteria (e.g. geographic location, graduation year, subject of study). Wherever possible, data shared for such purposes will be anonymised to leave only the information pertinent to the planned activity, with personally identifiable information being removed. Primary responsibility for external engagement data remains with the Directorate for Advancement, whose staff will process communications on behalf of other departments, maintain data security, and process requests for removal from contact lists (or removal from the database itself).

Sharing your data

We will not disclose your data to third parties without your consent, except where they are acting as authorised agents for the University for the above purposes or where we are permitted or required to do so by GDPR.

Fundraising research

We use alumni and stakeholder data to carry out fundraising activities to support the University of Stirling and to improve the efficiency and effectiveness of our fundraising operation. In order to do so, the University may conduct research using publicly available data. This data is used to assess the capacity of a particular individual, or organisation, to donate to the charitable purposes of the institution. The University does not share data with third parties when carrying out this research, nor are any special categories of data involved.

Data storage outside the EU

The Directorate for Advancement utilises two applications that store data outwith the EU - Mailchimp and Typeform. The former is used for email marketing, though we are transitioning away from this and onto an EU-hosted emailing system, provided by our CRM database provider (Blackbaud). The database itself is hosted on University servers, on campus in Stirling. Typeform powers our communications preferences survey, found on the alumni pages of the University website.

Both of those are hosted in the USA, and both providers adhere to the EU-US Privacy Shield standard, which has been approved by the European Commission as providing satisfactory protections for data subjects. The Directorate for Advancement continues to monitor developments in this area of data security and law, and will cease to use the above providers if their protections no longer meet the required standards.

How and why we may contact you

We will use the details you have given us to contact you by post, email or telephone about the full range of alumni activities and other relevant University activities or services, including:

  • the sending of alumni publications, such as the University magazine (in print) or e-newsletters
  • the promotion of benefits and services available to alumni
  • notification of, and distribution of information about, events and reunions
  • facilitating the establishment of networking groups
  • University fundraising and other Directorate for Advancement programmes
  • requests to complete relevant surveys
  • careers information
  • providing information about masters courses or continuing professional development

Contact details relating to Alumni and Supporters

If you want further information about how your personal information is used or would like to request to correct, restrict, erase personal details or opt out of receiving any particular type of communications from us please contact:

Directorate for Advancement

University of Stirling, Stirling, FK9 4LA

alumni@stir.ac.uk

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