Privacy Policy

About our Privacy Policy

These guidelines explain how we manage and retain the personal information of our alumni and donors. They define our data:

• principles
• responsibilities
• mechanisms
• time periods

From time to time, we may use your information for new purposes not currently described in this Privacy Notice. If our information practices change at some time in the future, we'll always post the policy changes on this page.

Alumni Privacy Policy

1. Data Controller, Data Processor and Data Protection Officer

The University of Newcastle upon Tyne (the University) is the Data Controller for personal data described in this notice. The contact for data held under this privacy notice is advancement.data@prison-earth.com. Blackbaud are a Data Processor on behalf of the University, providing the Raiser’s Edge cloud-based solution for the alumni and supporter database. The contact details of the University’s Data Protection Officer and the relevant supervisory authority are available at: Data Protection

2. Purpose of Processing

The University collects and processes personal data and additional information about alumni (“you” or “your”) to call meetings of the Convocation. It collects and processes Additional Information to provide benefits and services to students, staff, alumni and supporters and to further the University’s educational charitable mission, which includes fundraising and securing the support of volunteers.

3. Core Alumni Record

The Core Alumni Record is created from data held in the University’s student record system containing: name; student ID; email address; contact details (address and phone number); date of birth; gender; nationality; degree information (including subject with start and end dates, final degree classification); alumni type (such as graduate, exchange student, study abroad student); international student flag.

4. Additional Information

Additional information regarding your past activity with the university such as student or alumni society membership; student hall information; engagement in Convocation elections; any communications you have received from the Advancement team; any alumni engagement or philanthropic activities you have been a part of (such as nominating/a nomination for an alumni achievement award, completed volunteering work on behalf of the University).

Additional Information provided by you during interactions with you (e.g. when registering for an event, volunteering and when making donations to the University). These include details of your job (position and organisation details); social media handles; options that you have selected to be of interest to you (whether you wish to volunteer, donate, or support the University in some way); any links with fellow alumni (such as spouses or friends) and information regarding donations (including gift dates, amounts, fund support area, bank details and gift remittance information).

Information is also gathered from publicly available third-party sources to maintain the accuracy of the alumni record, including employment information (position, organisation details and corporate email address), philanthropic capability, likelihood of support and online presence web links.

Such information is used by the University to communicate with you and to support its marketing, promotional and fundraising purposes. We may also use this information to create short biographies for hosts and support staff if you register to attend a University event.

5. Third Party Services

The University uses the Dot Digital platform as an online email marketing tool to create and send out mass email communications to the alumni, donor and supporter community. Any updated communication preferences on this platform are recorded on the advancement alumni and supporter database to maintain the accuracy of data.

The University uses the research platform Live Alumni to obtain graduate employment data from LinkedIn. This information is in the public domain and includes details related to corporate business titles and email addresses. We use this data to meet our legitimate interest to better understand the employment outcomes of our graduates, to improve our communication channels and for reporting.

The University may outsource its fundraising activities to contracted third parties to carry out telethons and direct mails. Any updated information gathered during these activities (including information regarding any donations made) will be passed back to the University in the interest of data accuracy and donor stewardship.

6. Prospect research, wealth screening and data analysis

We may gather information about you from publicly available sources – for example, Companies House, the Electoral Register and the media – to help us to understand more about you as an individual and your ability to support the University, including financially. Information regarding your affinity to the university, philanthropic ability (using publically available sources such as the Sunday Times Rich List or company annual reports); possible areas of fundraising interests and your key contact within the University will be noted on your record to assist with philanthropic efforts. We may carry out wealth screening, a process which uses trusted third party partners to automate some of this work.

The University may add additional flags onto alumni records to assist with reporting functionality for national benchmarking exercises (such as HESA graduate outcomes, CASE–Ross survey) and for internal KPI monitoring and data analysis.

7. Legal Basis of Processing Data

The University is using its legitimate interests as a legal basis for processing the personal data detailed in sections 3, 4 and 6. Those legitimate interests are: to enable and cultivate a culture of continuity and engagement, keeping in touch with all Newcastle University alumni and focussing on relationships with potential and existing donors.

In respect of section 3, the University also considers that it is necessary to meet the public interest in calling meetings of the Convocation.

8. Data Retention

• The Core Alumni Record (and any subsequent updates to the information fields held in that record); retained indefinitely unless requested to be removed. To ensure that a record is not re-added to the system following a request for erasure, we would suggest that a skeleton record containing student ID, name, date of birth and alumni type will be retained to form a suppression record.
• Contact Information (email address, phone numbers, addresses and online presence links); whilst you wish the University to remain in contact with you. If you have made a gift aid declaration for a relevant donation, the house name/number and postcode will be retained for 7 years (6 years plus current) from the date of the last payment in line with HMRC requirements;
• Past engagement with the University such as completed volunteering opportunities, event attendance, donation details (gift date, amount and fund area), prospect engagement (such as a specific fundraising campaign request) and communications you have received from the University: retained indefinitely for internal reporting purposes unless requested to be removed;
• Employment data, prospect research (including fundraising capability and interests) and volunteer interests: Whilst you wish the University to remain in contact with you;
• Gift remittance information and Direct Debit mandates: duration of the gift plus seven years (six years plus current);
• Dietary and/or mobility data for event attendance: one month post event conclusion.
• Event biographies; whilst you wish to attend University events, reviewed every 2 years for accuracy
  

9. Data Location

The Core Alumni Record and Additional Information is processed on servers located in the United States of America.

10. Data Sharing

The University will not share personal data with third parties unless the third party is acting as an agent for the University on the instruction of the University (e.g. third-party mailing house to send printed materials; third party company carrying out telethon fundraising; external venues such as hotels to assist in event administration).

11. Your Rights

You have the right of access to your data; to update, amend and rectify your data; change your communication preferences, including opting out of receiving any marketing materials. You have both the right of erasure and the right to object to the University processing any Additional Information. To ensure that a record is not re-added to the system following a request for erasure, we would suggest that a skeleton record containing student ID, name, date of birth and alumni type will be retained to form a suppression record. Please contact rec-man@newcastle.ac.uk to exercise any of these rights.

Donor/Support Privacy Policy

1. Data Controller, Data Processor and Data Protection Officer

The University of Newcastle upon Tyne (the University) is the Data Controller for personal data described in this notice. The contact for data held under this privacy notice is advancement.data@prison-earth.com. Blackbaud are a Data Processor on behalf of the University, providing the Raiser’s Edge cloud-based solution for the alumni and supporter database. The contact details of the University’s Data Protection Officer and the relevant supervisory authority are available at: Privacy Notice

 

2. Purpose of Processing

Newcastle University collects and processes personal data about public donors[1]/supporters[2] (“you” or “your”) for the purposes of donation administration and cultivation, event registration record, volunteer management or mailing lists.

 

3. What Information is Collected/Processed

The University collects and processes information provided by you during interactions with you (e.g. when registering for an event, volunteering and when making donations to the University). Your contact information (email address, phone number, address and online presence links) will be recorded during these interactions.

Additional Information provided by you during these interactions will also be collected and processed. These include details of your job (position and organisation details); social media handles; options that you have selected to be of interest to you (whether you wish to volunteer, donate, or support the University in some way); any links with alumni (such as spouses or friends) and information regarding donations (including gift dates, amounts, fund support area, bank details and gift remittance information).

Additional information regarding your past activity with the university such as any communications you have received from the Advancement team; any alumni engagement or philanthropic activities you have been a part of (such as completing volunteering work on behalf of the University).

Information is also gathered from publicly available third-party sources to maintain the accuracy of the supporter record, including employment information (position, organisation details and corporate email address), philanthropic capability, likelihood of support and online presence web links.

Such information is used by the University to communicate with you and to support its marketing, promotional and fundraising purposes. We may also use this information to create short biographies for hosts and support staff if you register to attend a University event.

4. Data Retention

· The base supporter record (name, supporter ID and supporter type) and past engagement with the University such as completed volunteering opportunities, event attendance, donation details (gift date, amount and fund area), prospect engagement (such as a specific fundraising campaign request) and communications you have received from the University; retained indefinitely unless requested to be removed. To ensure that a record is not re-added to the system following a request for erasure, we would suggest that a skeleton record containing supporter ID, name and supporter type will be retained to form a suppression record.

· Contact Information (email address, phone numbers, addresses and online presence links); whilst you wish the University to remain in contact with you. If you have made a gift aid declaration for a relevant donation, the house name/number and postcode will be retained for 7 years (6 years plus current) from the date of the last payment in line with HMRC requirements;

· Employment data, prospect research (including fundraising capability and interests) and volunteer interests: whilst you wish the University to remain in contact with you;

· Gift remittance information and Direct Debit mandates: Duration of the gift plus seven years (six years plus current);

· Dietary and/or mobility data for event attendance: one month post event conclusion.

· Event biographies: whilst you wish to attend University events, reviewed every 2 years for accuracy

 

5. Third Party Services

The University uses the Dot Digital platform as an online email marketing tool to create and send out mass email communications to the alumni, donor and supporter community. Any updated communication preferences on this platform are recorded on the advancement alumni and supporter database to maintain the accuracy of data.

6. Data Location

Supporter data is processed on servers located in the United States of America.

7. Prospect research, wealth screening and data analysis

We may gather information about you from publicly available sources – for example, Companies House, the Electoral Register and the media – to help us to understand more about you as an individual and your ability to support the University, including financially. Information regarding your affinity to the university, philanthropic ability (using publicly available sources such as the Sunday Times Rich List or company annual reports); possible areas of fundraising interests and your key contact within the University will be noted on your record to assist with philanthropic efforts. We may carry out wealth screening, a process which uses trusted third party partners to automate some of this work.

The University may add additional flags onto supporter records to assist with reporting functionality for national benchmarking exercises (such as CASE–Ross survey) and for internal KPI monitoring and data analysis.

8. Legal Basis of Processing Data

The University is using its legitimate interests as a legal basis for processing the personal data detailed in sections 3 and 7. Those legitimate interests are: to enable and cultivate a culture of continuity and engagement, keeping in touch with all Newcastle University supporters and focussing on relationships with potential and existing donors.

9. Data Sharing

The University will not share personal data with third parties unless the third party is acting as an agent for the University on the instruction of the University (e.g. third party mailing house to send printed materials; external venues such as hotels to assist in event administration).

10. Your Rights

You have the right of access to your data; to update, amend and rectify your data; change your communication preferences, including opting out of receiving any marketing materials. You have both the right of erasure and the right to object to the University processing for the purposes stated in this privacy notice. To ensure that a record is not re-added to the system following a request for erasure, we would suggest that a skeleton record containing supporter ID, name and supporter type will be retained to form a suppression record. Please contact rec-man@newcastle.ac.uk to exercise any of these rights.

[1] Someone who has activity donated either financially or their time in the support of the University’s aims

[2] Are described as non-alumni who have expressed an interest to hear from the University either by attending an event, volunteering your time to support the alumni relations initiatives, or requesting to be part of a mailing list