This policy explains how the University of Liverpool Development and Alumni Relations Team (DART) collects, stores, manages and protects your data. Our alumni and supporters are extremely important to us and we promise to respect any personal data you share with us, or that we get from other organisations and keep it safe. We aim to be clear when we collect your data and not do anything you wouldn’t reasonably expect.
Who we are and what we do
The Development & Alumni Relations Team (DART) exists to support the University of Liverpool by maintaining contact with and providing services to students, alumni and supporters of the University. We do this by providing a range of academic, social and networking events and publications and providing services such as library and journal access and employment advice and skills for recent graduates. We fundraise in support of students, teaching, and research and capital projects.
In order to provide these services, we have a database that contains personal data collected by the University during the course of our relationship with our students, alumni, donors and supporters. In the first instance this is through the transfer of data from our student’s record system upon graduation and in accordance with the University of Liverpool Programme Terms & Conditions. The vast majority of the information we hold will have been obtained directly from you; and if you interact with other departments, faculties, schools or University of Liverpool staff we may receive data from these areas in order to keep your details up to date.
Developing a better understanding of our graduates and supporters through their personal data allows us to make better decisions, allows us to engage in a bespoke and relevant manner and helps ensure that you are getting the best contact available from DART for your purposes. It also helps us where appropriate to ask for your support with the things we believe you care about most.
The data we hold
If you are a student/graduate, most of the data we hold would have been transferred from your student record. This includes:
- - Your name, title, gender and data of birth
- - Your home or parental address, email address and telephone numbers
- - Mode of study (e.g fulltime, part-time, on-line learning
- - Course details, academic department and programme of study
- - Start, end and gradation dates
- - Scholarship, other funding information.
Some of the personal data we hold about you has been provided by you during interactions with the University of Liverpool and/or DART team, for example website activity, face to face meetings, event registrations, volunteering activity or making a donation, namely:
- - Your donation history, gift amount, Gift Aid status, where applicable (as required by HMRC)
- - Updates to your contact details. Address, email and phone
- - Records of verbal or email conversations/meetings, including personal and philanthropic interests
- - Your family and partner/spousal details
- - Your relationships with other University of Liverpool alumni, staff, donors and friends
- - Information about your engagement in University meetings, events, groups or networks.
- - Your Volunteering activity with the University of Liverpool
- - A record of the communications we have sent to you and any responses to such communications
- - Your contact preferences.
The DART team may also hold personal data relating to your professional activity to help us send you relevant content regarding careers, professional interest networks and Volunteering activity. This data may have been provided by you, or it may have been obtained from social media (LinkedIn, Facebook) or publically available sources (Companies House and other business-related resources), namely:
- - Your current job title, employer and work email addresses
- - Previous role(s) and job title
- - Your income band.
What we use your information for
Unless you have requested otherwise, the information you provide is used by the University, its schools and faculties and alumni associations to communicate with you for its alumni engagement and fundraising purposes. These may include:
- - Providing you with the services and information you asked for
- - The promotion of benefits and services available to alumni
- - The promotion of University of Liverpool alumni events and reunions
- - Distribution of University mailings (e.g. Alumni magazines, newsletters, annual reports)
- - University-related fundraising initiatives involving alumni
- - Eliciting non-financial support (e.g. careers advice to students, help with student recruitment).
Wealth screening, data analysis and updating your contact details
The University of Liverpool was founded on philanthropy, and philanthropy continues to make an enormous impact at our University, enhancing the experience of students, providing state-of-the-art teaching facilities, and funding research projects that have a global and transformational impact. To assist with our fundraising we may gather information about you from publicly available sources – for example Companies House, the Electoral Register and media, this information is used to help us better understand you as an individual and your ability to support to University. We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. When we use third-party partners your data is never sold or retained and our partners are subject to contractual agreements which help compliance with Data Protection legislation.
Through such profiling we may also hold data that has been created by the University of Liverpool DART Team, such as:
- - Wealth capacity ratings, which is an estimated asset worth
- - Philanthropic interests
- - Internal classifications and ratings as a potential donor
- - A rating level on your engagement which is created from a mix of your event attendance, donation history and other interactions with the University.
We may also seek to obtain new contact details for alumni whom we are not in contact with. We continuously review records of alumni to ensure your data is as accurate as possible. We may therefore consult alternative publicly available sources in order to do so, e.g. Royal Mail address files, BT phone directories, reviewing job information that you have made available via LinkedIn or Facebook (as per their Privacy Policies), newspaper articles, company websites and other publicly available sources. We may use third-party partners to automate this process.
We would really appreciate it if you could let us know when your contact details change. By ensuring our data is up to date we can avoid wasteful postage costs of mailing incorrect address and ensure you can continue to enjoy the lifelong benefits that come with being an alum of the University of Liverpool.
To ensure that our communications are relevant to you and your interests, we may use tools that help us track whether the emails we send are opened and which links are clicked within a message. We may also track website visits and use analytical tools, such as Google Analytics, to use this information to improve our website.
How long is personal data held by DART?
The University of Liverpool and the Development & Alumni Relations Team considers its relationship with alumni, donors and other stakeholders to be life-long, giving you access to certain University services and a vast support network. This means that we will maintain a stakeholder record for you until such time as you notify us that you longer wish us to keep in touch. In this instance DART will delete the majority of your personal data it holds, but will maintain basic personal data to ensure we do not inadvertently create a new record in the future.
Your right to make changes or ask us to stop using your data
You are in control of your data have the right to opt-out of all or specific communications types at any point. To change your preferences, please contact us via: firstname.lastname@example.org or complete our contact preferences update form at: www.liverpool.ac.uk/alumni/preferences.
Changes to the Privacy Statement
In the interested of being transparent we may amend this Privacy Statement from time to time. Any significant changes to this Policy or to the way we treat your data will be communicated via the University website.
If you have any questions which you feel have not been answered by this Privacy Statement, please do not hesitate to contact to email or write to:
Head of Operations
Development and Alumni Relations
Victoria Gallery & Museum
Liverpool, L69 3DR
Development & Alumni Relations
Policy updated November 2017