Privacy Notice for Alumni

The Alumni Team at Leeds Beckett University is here to support our alumni, friends and partners, keeping you informed as to what is happening at the university and beyond: engaging with you on relevant activities, which we hope, will be of interest to you. This includes sharing university, alumni and supporter news and activities, events, reunions, fundraising campaigns, networking, career and volunteering opportunities.

If you have any questions or concerns about participation in Alumni activities and how your personal data will be collected and managed, please contact the Alumni Team at alumni@leedsbeckett.ac.uk.

Personal data means any information about an individual from which that person can be identified.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes your name, title, student or staff identity, date of birth and gender and copies of identity documentation
• Contact Data includes your address, email and telephone number(s)
• Financial Data includes bank account and payment card details
• Public Health Data includes data that we may need to collect about you
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us
• Profile Data includes purchases made by you, your interests, educational and employment history, equality data, preferences and feedback and survey responses
• Usage Data includes information about how you use our services including complaints and investigations
• Marketing and Communications Data includes your preferences in receiving marketing from us and your communication preferences
• Images includes CCTV and surveillance, film, and photography

We also collect, use, and share aggregated data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing one of our services.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

If you are a student, or have studied at the university, your personal data is transferred from your student record to the university’s alumni database when you graduate. If you support us, for example by donating, volunteering or signing up for an event, we will store all the data you submit on the donation or event booking form, apart from your credit card details when you complete a form. Only the information that is necessary to process your request will be mandatory. Every time you get in touch with us, we get in touch with you, or you take part in any LBU activity, we record this communication activity on your record.

Being a member of Leeds Beckett University and part of the alumni community is considered a lifelong relationship. This means that generally we aim to retain university alumni personal information until you ask us to remove it from our records. We annually review and remove redundant data (for example where there has been no interaction with you for an extended period).

If you decide that you no longer wish to receive communications from the university, please be aware that we still need to retain personal information so that we can keep a record that you have asked us not to contact you.

Where we use trusted third-party sources, for example from the following: Royal Mail NCOA (National Change of address) electoral register, national deceased register and Companies House, to update your contact details, we ensure we have contracts in place to keep your data safe. This information will be sourced from information in the public domain (for example when you complete one of our update forms, volunteer your time, attend an event, donate, sign up to Beckett Connect, or engage with us in any other way). You can email us to opt-out of this service at any time.

We may also contact you from time to time to ask you to reconnect with our university. You can choose to unsubscribe from all emails. To inform us, please contact the Alumni Team at alumni@leedsbeckett.ac.uk.

We also facilitate communications between individual alumni, but in doing so we do not release personal contact details without prior permission.

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal basis we are relying on to process your personal data where more than one basis has been set out in the table below.

Contact

Marketing and Promotions

1. We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you and based on this market services to you
2. You will receive marketing communications from us if you have requested information from us or purchased services from us and you have not opted in to receiving that marketing
3. We will not share your personal data with any third party for marketing purposes
4. You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you
5. We also facilitate communications between individual alumni, but in doing so we do not release personal contact details without prior permission

Information will be shared with third parties only when necessary as part of the provision of our services to you and/or we have a legal or regulatory requirement to do so. We anticipate that we will share information with the following third parties for the following purposes:

• All UK universities are obliged to give contact details for a sample of recent graduates to the Higher Education Statistics Agency (HESA), and/or an organisation acting on its behalf, your personal data, including contact details, for the purposes of carrying out surveys on the activities and perspectives of graduates. Further information can be found in the HESA Privacy Notice which explains that the lawful basis of processing your personal data for this purpose is the performance of a task carried out in the public interest
• Individuals, organisations or other entities outside the university other than those, which are completing tasks and providing services to you on our behalf
• Where we share data with third parties and data processors, we have contracts in place to ensure that they understand their responsibilities to keep your data safe

We do not anticipate the transfer personal data outside of the United Kingdom/European Economic Area (EEA). In the event that such transfer is required we shall only do so with adequate legal protections in place.

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of a retention period, your personal data will be deleted securely and safely.

Your personal data will be retained in accordance with the retention periods set out in our Records Retention Schedule and is recorded in the university Information Asset Register.

LBU will hold the data we collect about you in hard copy in a secure location and a secure network where held electronically. Your personal information will be accessed and used only by appropriate, authorised individuals and when this is necessary for the purposes of alumni activity.

The Alumni team securely holds data on all graduates of LBU and its predecessor institutions to enable and support your lifetime relationship with us and we will retain your data indefinitely unless you request otherwise. If you ask us to delete your data, we will maintain a skeleton record comprising your name, subject of study, year of graduation, student number and date of birth, to ensure that we do not inadvertently contact you in the future. If you have donated to the university, we may also need to retain some financial record for statutory purposes, for example, Gift Aid.

The university recognises and respects individual rights under the General Data Protection Regulation (GDPR). The detail below set out our understanding of those rights and links to guidance on how they might be applied to personal data processed by the university:

• Your right of access. You have the right to ask us for copies of your personal data
• Your right to rectification. You have the right to ask us to rectify personal data that you think is inaccurate. You also have the right to ask us to complete personal data that you think is incomplete
• Your right to erasure. You have the right to ask us to erase your personal data in certain circumstances
• Your right to restriction of processing. You have the right to ask us to restrict the processing of your personal data in certain circumstances
• Your right to object to processing. You have the right to object to processing if we are able to process your information because the process forms part of our public tasks or is in our legitimate interests
• You have the right to complain to the Information Commissioner’s Office about the way in which we process your personal data (see below)
• You are not required to pay any charge for exercising your rights
• To exercise your rights, you can complete our webform here
• We will respond to your exercising your rights within one month of receiving your request

For further information please see our overarching Privacy Notice which explains your privacy rights.

Please see our overarching Privacy Notice for information on how to complain.

We keep our privacy notices under regular review. This privacy notice was last updated on April 2024.