Alumni, Supporters and Friends privacy notice

This privacy notice explains what types of information will be gathered about you as Alumni, Supporters or Friends of the University and how this information will be used.

  • Introduction

    Nottingham Trent University is committed to protecting the privacy and security of your personal information.

    You, our Alumni, Supporters and Friends, are extremely important to us. With your help, we can continue to provide a transformative experience for tens of thousands of students every year, to address some of our society’s major challenges, and to make a positive difference in our communities.

    We value our relationship with you and would like to send you relevant communications, offering beneficial services, thanking you for your support and sharing future opportunities to get involved, which may be of interest to you. To do so, we need to process your personal information.

    This Privacy Notice provides important information about how Nottingham Trent University identifies and manages its Data Protection responsibilities in accordance with its legal and regulatory obligations when it comes to the data of its Alumni, Supporters and Friends held by the University’s Development and Alumni Relations Office.

    NTU encourages you to review the privacy statements of any websites you choose to navigate to from our website (or navigate from to our website) or digital services that we provide links to so that you can understand how those websites collect, use and share your information as well. Any third party sites that you can access through the website are not covered by this Privacy Notice and we accept no responsibility or liability for these sites.

    This Privacy Notice also explains how you can change the way(s) in which we use your personal data at any time.

  • Who we are

    NTU is a “data controller” which means we are responsible for deciding how we hold and use personal information about you.

    This Privacy Notice applies to all NTU Alumni, Supporters and Friends (“you” or “your”) or services that link to it (collectively, our “Services”). Occasionally, a Service will link to a different Privacy Statement that will outline the particular privacy practices of that Service. Such as:

    Please read this Privacy Notice carefully and contact our Data Protection Officer if you have any questions about our privacy practices or your personal information choices.

    Attn: Rebecca Jenkyn, Data Protection Officer

    Nottingham Trent University Address: 50 Shakespeare Street, Nottingham, NG1 4FQ

    Email: DPO@ntu.ac.uk

    You can also contact the NTU Development and Alumni Relations team at alumni@ntu.ac.uk.

    We may need to update this Privacy Notice from time to time. If changes made to this Privacy Notice are considered to be material, we will notify you of the changes.

  • Personal information

    NTU is committed to the responsible handling and protection of personal information.

    Personal Data, or personal information, means any information about an individual from which that person (a “Data Subject”) can be identified. It does not include data where the identity has been removed (anonymous data).The information will be Personal Data if a person can be identified either directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person.

    For example personal data may include names, addresses, email addresses and telephone numbers; it may also include images in photographs or films and recorded telephone conversations.

  • Why we process your data

    We value our relationship with you and would like to send you relevant communications, offering beneficial services, thanking you for your support and sharing future opportunities to get involved, which may be of interest to you. To do so, we need to process your personal information.

    We want to be clear about our privacy practices so that you are fully informed and can make choices about the use of your information, and we encourage you to contact us at any time with questions or concerns – NTU Development and Alumni Relations team at alumni@ntu.ac.uk or DPO@ntu.ac.uk.

  • The types of personal information we collect

    We collect personal information from you, for example, if you register for an event, volunteer, making a donation or the use of any of our Services. The categories of personal information that we may collect, store and use about you include (but are not limited to):

    • Name, address, telephone number, email;
    • Date of Birth and gender;
    • Student/Alumni number;
    • Your course details and attendance records;
    • Qualifications;
    • Professional records, including where you work and the position you hold;
    • Your current interests, activities and accolades;
    • Communications relating to a decision we make;
    • Visual images / photographs (including CCTV);
    • Your affiliations with other organisations (e.g. board memberships);
    • Relationships to other alumni and supporters;
    • How you may be able to support us, for example our estimate of your capacity to volunteer or donate;
    • Your support for NTU (e.g. your donations, volunteering or advocacy);
    • Computing and email information including login details, network access.

    We may need to process sensitive personal information which is referred to as Special Category personal data which includes racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health conditions, sexual life, sexual orientation, biometric or genetic data, and Personal Data relating to criminal offences and convictions.

    We may process special category personal information in the following circumstances:

    • In limited circumstances, with your explicit written consent.
    • Where we need to carry out our legal obligations.
    • Where it is needed in the public interest, such as for equal opportunities monitoring.
    • Where the processing is necessary for archiving purposes in the public interest, or for scientific or historical research purposes, or statistical purposes, subject to further safeguards for your fundamental rights and interests specified in law.

  • How we collect your data

    Not all of the personal information we hold about you will always come directly from you. We may collect personal information from third parties such as our partners, service providers, and publicly available websites, to offer Services we think may be of interest to you and to help us maintain data accuracy and provide and enhance our Services.

    Apart from the data that you provide to us, we may also process data about you from a range of sources, which include:

    • Data that we and our staff generate about you, such as event attendance, meetings, groups and information in connection with your attendance and involvement with NTU;
    • Your school or previous establishments or employers if they have supplied information to us;
    • If you are a current or previous student at NTU or one of its predecessor institutions, some of your personal data will be transferred from your student record to the Development and Alumni Relations database;
    • Through our Digital Services: Which are the NTU website at www.ntu.ac.uk, the NTU Development and Alumni Relations website at www.ntualumni.org.uk and any other NTU-authorised internet services, websites, products, social media, mobile phone apps and/or software applications that enable you to use, access, view, listen to and/or download NTU content or to interact with us online (or through any other digital means) on any device. We collect information that you provide to us by filling out forms on the website or by corresponding with us through the Digital Services. It includes information that you provide when you participate in discussion boards or other social media functions within the Digital Services, enter a competition, promotion or survey, and when you report a problem with the Digital Services;
    • Through dedicated business sites, such as Companies House, or publications and articles in the public domain, such as the Queens Honour List. We may use this information to assess your level of engagement, your likelihood and capacity to volunteer or make donations;
    • Email or telephone correspondence you have with NTU.

    Our servers, logs, and other technologies automatically collect certain information to help us administer, protect, and improve our Services; analyse usage; and improve users’ experience.

    We receive and store certain types of information whenever you interact with us. This includes the use of "cookies". Please refer to our cookies policy for further information regarding our use of cookies. We may also automatically record visits to our website for the purposes of improving our services. These recordings may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. Information collected by cookies or session recordings is stored and is used for aggregated and statistical reporting.

    NTU uses CCTV around campus, and will collect and store information. For full details of our CCTV use, please refer to our CCTV policy

  • How we use data about you

    We use your personal information for the following purposes:

    • For administration of your record held on the Development and Alumni Relations database;
    • To provide you with information on products or services that you may request from us, or which we feel may be of interest to you, and where you may have given consent for us to contact you for such purposes. Including invites to events, webinars, mentoring and career advice. This may include disclosing personal data to third parties, such as appointed service providers, from time to time;
    • Undertake due diligence in accordance with our Gift Acceptance Policy;
    • To send you tailored proposals, appeals and requests for donations;
    • To enable all financial transactions to and from us, including payments and donations;
    • To issue recognition for your support (e.g. sharing stories from those who have benefited from your support via our publications);
    • Identify future opportunities to get involved, which may be of interest to you (e.g. asking you to speak to current students or donate to scholarships, research, and other priority projects);
    • We may analyse your data to create additional information about you. For example, to assess your level of engagement, your likelihood and capacity to donate or volunteer and potential areas of interest for future communications, and may use trusted external companies to do this on our behalf;
    • Where you have agreed for the purpose of consulting, informing and gauging your opinion about our products and services, for example; surveys, including analysis and research, in order to improve our understanding of our Alumni, Supporters, and Friends and assist in our fundraising;
    • To ensure that content from our websites or Services is presented in the most effective manner for you and for your computer or device by gathering aggregate information about our users, using it to analyse the effectiveness and efficiency of communications;
    • To carry out our contractual obligations with you, which will include the operation and delivery of our services, and dealing with requests and enquiries;
    • Where it is necessary to comply with a legal and/or statutory obligation including those related to diversity and equal opportunity;
    • For security, safety and disciplinary purposes (through the use of CCTV and information to support our student code of behaviour);
    • To notify you about changes to our services.

  • Who we share your data with

    NTU is required to collect and process certain information about for certain external agencies. These bodies include, but are not limited to: The Higher Education Statistics Agency (HESA) grant awarding bodies, Office for Students (OfS), relevant professional standards and registration bodies, government agencies, police and the emergency services for legitimate purposes. NTU may also be asked by the Office for Students (OFS) to provide student data collected by us to other bodies acting on their behalf such as the Graduate Outcome Survey. We will also share certain data with our associated entities of NTU.

    NTU may share your personal information with our trusted partners and selected third parties to help us perform functions such as statistical analysis, sending you e-mails, postal mail, and text messages or anonymously as part of a research paper and for our marketing purposes. All such third parties are prohibited from using your personal information except to provide these services to NTU, and they are required to maintain the confidentiality of your information. NTU ensures such third parties handle your information in accordance with the GDPR.

    Below are the parties with whom we may share personal information and why:

    • Within NTU: Associated entities or services around the world are provided data by a variety of NTU teams and functions, and personal information will be made available to them if necessary for the provision of Services, account administration, marketing, student and technical support, for instance.
    • We will facilitate communication between Alumni members, but we will not release any personal information without your prior consent.
    • Our business partners: We occasionally partner with other organisations to deliver co-branded services, provide content, or to host events, conferences, and seminars. As part of these arrangements, and we and our partners may collect and share information about you. NTU will handle personal information in accordance with this Privacy Notice, and we encourage you to review the privacy statements of our partners to learn more about how they collect, use, and share personal information.
    • Our third-party service providers: We partner with and are supported by service providers both in the UK around the world. Personal information will be made available to these parties only when necessary to fulfil the services they provide to us, such as registering, required pre-course information, direct marketing services; advertising; data analytics and delivery; market research and rankings (e.g. Financial Times). Our third-party service providers are not permitted to share or use personal information we make available to them for any other purpose than to provide services to us.
    • We may be required to use and retain personal information for legal and compliance reasons, such as the prevention, detection, or investigation of a crime; loss prevention; or fraud.
    • We may also use personal information to meet our internal and external audit or governmental requirements, information security purposes, and as we otherwise believe to be necessary or appropriate:
      1. Under applicable law, which may include laws outside your country of residence;
      2. To respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include such authorities outside your country of residence;
      3. To enforce our terms and conditions; and
      4. To protect our rights, privacy, safety, or property, or those of other persons

  • How long we keep your data for

    We retain your personal data in support of your lifelong relationship with the University or until either you inform us that you no longer wish to be part of Nottingham Trent University’s community of Alumni, Supporters and Friends (you object to the use of your data), or there is no longer a legal basis for holding your personal data.

  • How we secure your data

    We have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition we limit access to your personal information to those employees, agents, contractors and other third parties who have a business requirement to know.

    The Development and Alumni Relations team and NTU take data security seriously, and we use appropriate technologies and procedures to protect personal information.

    For example:

    • Policies and procedures – measures are in place to protect against accidental loss and unauthorised access, use, destruction, or disclosure of data.
    • Business Continuity and Disaster Recovery strategies that is designed to safeguard the continuity of our service to our clients and to protect our people and assets.
    • Appropriate restrictions on access to personal information.
    • Monitoring and physical measures, to store and transfer data securely.
    • Data Privacy Impact Assessments (DPIA) in accordance with legal requirements and our business policies.
    • Periodic training on privacy, information security, and other related subjects for employees and contractors.
    • Vendor risk management.
    • Contracts and security reviews on third-party vendors and providers of services.

  • How we keep your data secure in other countries

    Your personal information may be transferred by us or our trusted partners outside of the European Economic Area (the “EEA”).

    NTU has networks, databases, servers, systems, and support located throughout the world. NTU collaborates with third parties such as cloud hosting services, suppliers, and technology support located around the world to serve the needs of the NTU, workforce, and students. Your personal information may be shared with record matching and customer targeting partners, including Google, Facebook, Snapchat and LinkedIn.  Some of these partners process personal data in Canada and the United States of America.

    We take appropriate steps to ensure that personal information is processed, secured, and transferred according to applicable law. In some cases, we may need to disclose or transfer your personal information within NTU or to third parties in areas outside of your home country.

    NTU shall ensure that your personal information transferred to countries outside of the EEA is adequately protection by transferring the personal information on terms of the standard data protection clauses adopted by the European Commission.

    This means, your rights and protection remain with your data, ie: we use approved contractual clauses, multiparty data transfer agreements, intragroup agreements, and other measures designed to ensure that the recipients of your personal information protect it. If you would like to know more about our data transfer practices, please contact our Data Protection Officer at DPO@ntu.ac.uk or contact the NTU Development and Alumni Relations team at alumni@ntu.ac.uk.

  • Your rights

    We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your personal information.

    Under certain circumstances, by law you have the right to:

    • Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

    • Request correction of personal information that we hold about you. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.

    • Request erasure of your personal information in limited circumstances. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

    • Object to processing of your personal information where we are processing your personal information on the basis of our legitimate interest (or that of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

    • Request the restriction or suspension of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

    • Object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.

    • Object to any automated decision-making about you which produces legal effects or otherwise significantly affects you.

    • Request the transfer of your personal information to another party.

  • How to contact us

    Please contact us with any requests related to your personal information, or with any questions or queries you may have about this statement. Please contact us by email at alumni@ntu.ac.uk, by telephone +44 (0)115 848 8777 or in writing to:

    Development and Alumni Relations Office
    Nottingham Trent University
    50 Shakespeare Street
    Nottingham
    NG1 4FQ.

    Alternatively, our DPO can be contacted at: DPO@ntu.ac.uk

    If you are not satisfied with how Development and Alumni Relations/NTU manages your personal data, you have the right to make a complaint to a data protection regulator. The ICO contact details are: https://ico.org.uk/global/contact-us/

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