The University of Wolverhampton Alumni Association shall promote the interests, welfare and educational aims of the University. The Alumni Association shall serve the University, its alumni and friends, and shall establish and maintain a mutually beneficial relationship among these groups.
The Alumni Association shall provide ways to involve alumni and their organisations in service to the University and to the Association. In doing so, it shall strengthen volunteer leadership as a University resource.
The Alumni Association shall develop, institute and maintain policies, services and programs which are consistent with the educational aims of the University; and which address the broad spectrum of interests and needs of the alumni, individually and in their organisations.
The Alumni Association shall provide for and encourage the exchange of information, ideas and opinions among the University and its alumni; and encourage inclusiveness while fostering mutual respect and understanding among a diverse alumni body.
University of Wolverhampton Alumni Association
Who we are
The University of Wolverhampton Alumni Association (‘we’ or ’us’) are a ‘Data Controller’ for the purposes of the Data Protection Act 1998 and we are responsible for, and control the processing of, your personal information.
We are committed to protecting your privacy. This notice explains how the University and the WLV Alumni Association collects and processes your personal information for alumni and fundraising purposes.
Information We Collect
We obtain personal information about you from the following sources:
a) The University Group:
- Upon graduation, your personal information will be transferred from the University’s central and local databases to the alumni database.
b) Information provided by you:
- You provided personal information upon registration to the Alumni Association, whether, online or in person;
- You provided your personal information through one of our websites, as part of competitions, volunteering, event attendance or fundraising
- Completed and/or returned surveys or response/feedback forms such as contact preference forms, Gift Aid forms, including by mail and via electronic means;
- You provided personal information as part of discussions with any of our team or representatives
c) Third party sources:
- such as organisations that assist the University of Wolverhampton in pursuing the purposes described below, media articles, company or charity registers and filings, and other sources available to the public at large, such as the world wide web.
We may process the following personal information about you:
a) your title, full name (including former name or alias), gender, date of birth;
b) your education record (Degree and Award details, Year of study and graduation);
c) your contact information (home/term time address, telephone number(s), email address);
d) your business details, including positions, organisation, professional memberships and qualifications;
e) your career highlights and other lifetime achievements;
f) your outside interests and memberships;
g) your financial information;
h) information available through the media or the world wide web;
i) your family details, including your spouse/partner, and relationships with other alumni, supporters and potential supporters;
j) your donations of time, expertise or monetary value; and/or
k) other information you share with us.
Personal information we collect about you may include “special categories” data, such as information about your racial or ethnic origin, religious or other beliefs, physical or mental health and criminal offences/proceedings. “Special categories” data would only be processed where you have provided it yourself (with your consent), for example during discussions with any of our representatives or where such is recorded for the purposes of assessing accessibility requirements arising as a result of a disability, or where this information has already been made public.
How We Use Your Data
The WLV Alumni Association would like to maintain a relationship with graduates once you have left the University in order to increase our offers to current and future students via volunteering, events and fundraising. We collect personal information to enable us to deliver the services you request and to understand our Alumni community so that we can better meet your needs and improve our services.
We may process your personal information for the following purposes:
a) Administrative purposes:
- to verify your identify/account and provide you with a personalised experience upon your registration with the WLV Alumni Association;
- to process a gift/donation (including Gift Aid claims);
- event registration;
- to process and organise any volunteering activities you have agreed to undertake/shown an interest in undertaking;
- to keep a record of communications between us;
- to organise or assist with the organisation of any reunions
b) Identifying your interest/capacity to make a philanthropic donation or volunteer your time to support:
- Student scholarships;
- University research;
- Events and activities;
- Access to education;
- Improvements to the University structure and facilities
We may carry out research independently or with third parties to assess your likelihood of contributing towards widening the charitable purposes of the University by way of time, expertise or financial donation. This may include collection and storage of information about you, where such is available in the public domain, such as career history, directorship, shareholding and/or remuneration, in addition to the data which we already hold or has been provided by you.
If you would like to opt-out of the above Research activities, please let us know. See ‘How to Contact Us’ below for further information.
d) Wealth Screening
We may carry out wealth screening exercises independently or with approved third party analysts. Wealth screening is used to identify high profile/net worth individuals on our database, who may be interested in supporting the University by way of philanthropic gift(s) for the enhancement of University’s charitable purposes, drawing entirely on data available to the public at large.
If you would like to opt-out of the above Wealth Screening activities, please let us know. See ‘How to Contact Us’ below for further information.
e) Automated decision making and Profiling
The WLV Alumni Association may use modelling tools to enable us to automatically process your information, which in turn allows us to assess the likelihood of your involvement in alumni activities by way of time, expertise and/or monetary contribution/gift. We use your information to identify the level of our alumni engagement in University activities, and help determine that our communications, including volunteering and fundraising requests, are relevant and of interest to you.
If you would like to opt-out of the above activity, please let us know. See ‘How to Contact Us’ below for further information.
f) Due Diligence
Should you choose to make a gift or donation to the University, we may process your personal information as part of our due diligence monitoring purposes and in line with our Corporate Fundraising Policy.
We may, from time to time, contact you by email, post or telephone to pursue the purposes mentioned above and in particular for the following reasons:
- To keep you up to date with events and activities at the University of Wolverhampton;
- To share news and achievements of the University and its staff/student body, including research and services;
- Invite you to events;
- Invite you to support our fundraising activities;
- Invite you to volunteer at the University, including mentoring schemes and career advice for students; or
- To keep you up to date with other relevant information, which we think may be of interest to you
If you would like to opt-out of the above Communications, please let us know. See ‘How to Contact Us’ below for further information.
Who we share your information with
Your personal information is held securely on a database. We may disclose your personal data to other companies within our group. We do not transfer your personal information to third parties outside the European Economic Area (EEA) or to territories without adequate levels of protection. Where personal data is processed by a third party, we take reasonable steps to ensure that the data is processed strictly according to the instructions of the University, for the relevant purposes only and securely destroyed or returned upon completion/termination. We take reasonable steps to ensure that third party processors are subject to written legal obligations in respect of data protection and the duty of confidentiality.
We do not sell or rent any personal information or data supplied by you. We may compile aggregate statistics and provide them to third parties, but we do not include personal information that identifies individual users.
We consider that the relationship between the University and its alumni community is lifelong. We may retain your personal information as long as necessary and in line with our statutory/regulatory obligations where appropriate. We do not disclose personal information to third parties or Government agencies unless required to do so by law.
If you wish to request any of your records be removed from the Alumni database, or would like to opt-out of any or all communications from the WLV Alumni Association, please see ‘How to Contact Us’ and ‘Rights of Data Subjects’ below for further information.
Rights of Data Subjects
a) Right to request a copy of your information
You can request a copy of the information we hold about you (this is known as a subject access request). If you would like a copy of some, or all of this data please visit the University of Wolverhampton Data Protection web pages available here.
b) Right to correct mistakes in your information
You can request for any of the data we hold on you to be amended free of charge. If you would like to do so, please write to us (see ‘Contact Us’ below) and provide us with sufficient information to identify you, and let us know which amendments to make.
c) Right to ask us to stop contacting you with direct marketing
If you would like to amend your mailing list subscriptions or unsubscribe from the University of Wolverhampton Alumni Association (WLV Alumni Association) you can do so by emailing email@example.com.
Lawful basis for processing
The University may rely on one or multiple grounds for processing your personal data including:
a) You have provided consent for the processing;
b) There is a contractual commitment to students, as lifetime members of the University, to provide services and activities for the alumni community, therefore, processing is necessary to meet those contractual obligations;
c) Supporting the growth of the alumni community is in the public interest, in particular, allowing for the enhancement of the University’s charitable purposes and the subsequent benefits to society;
d) The information is available to the public at large; and/or
e) The processing is necessary for the purposes of legitimate interests of the University or other third parties for the development and support of educational activities and services provided to alumni and/or others. The processing does not affect the fundamental rights and freedoms of the individuals concerned.
How to Contact Us
Should you have any queries, suggestions or issues please do not hesitate to contact the Alumni office on 01902 323 165, firstname.lastname@example.org or you can write to us at the following address:
University of Wolverhampton Alumni Association
If you have any concerns or believe that your personal information is being handled in a manner which is contrary to statutory requirements, you may wish to contact the University of Wolverhampton’s Data Protection Officer via email@example.com or complain to the Information Commissioner’s Office (ICO) via www.ico.org.
Last updated: 19 February 2018