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.

    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 holds and uses personal data about Alumni, Supporters and Friends in accordance with its legal and regulatory obligations.

    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.

  • Who we are

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

    The University aims to establish and develop lifelong relationships with our alumni, supporters and friends. We are here to help you stay in touch with each other and to provide you with news, alumni community information, events and networking opportunities, volunteering opportunities, information about giving, research and career advice and opportunities.

    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.

  • 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.

    When collecting and using personal information, we rely on the following legal bases for doing so:

    1. Where we have a Legitimate interest to do so for the purposes set out within this privacy notice. We have carefully considered the ways we process personal data to ensure that our activities are focussed on the interests of our Alumni, Supporters and Friends.
    2. Where we are required to comply with our legal obligations such as: statutory returns, as required by the Office for Students (OFS); claiming Gift Aid from the HM Revenue and Customs (HMRC); undergoing audits by the Charity Commission; participation in the Higher Education Statistics Agency (HESA) Graduate Outcomes Survey (GOS); responses to requests under the Freedom of Information Act 2000;
    3. Where we need to perform a contract we have entered into with you; for example when you register for an event or to enable us to process a donation from you; and
    4. Where you provide your consent. You can withdraw your consent at any time – please see the section on your rights within this privacy notice.

    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 at alumni@ntu.ac.uk or Data Protection Officer at DPO@ntu.ac.uk.

  • The types of personal information we hold

    We hold and process the following types of personal information about you:

    • Name, address, telephone number, email;
    • Date of Birth and gender;
    • Current or past Student ID Number and Alumni number;
    • Your course details and attendance records;
    • Any information you provide (or provided as a student) to access specialist support/services at NTU;
    • Qualifications;
    • Professional and employment details;
    • Your current interests, activities and accolades and involvement in sports teams, clubs or societies whilst at NTU and subsequently;
    • Communications relating to decisions we make;
    • Visual images/photographs (including CCTV), which may come from publicly available sources where copyright allows;
    • Your affiliations with other organisations (e.g. board memberships);
    • Links to your public social media presence e.g. LinkedIn, Twitter, website or blog and membership of Alumni and NTU social media groups;
    • Records of your interactions with us (correspondence, notes) including your communication preferences;
    • Your attendance and/or involvement in events;
    • Details of the benefits/services provided to you (e.g. employability, FutureHub);
    • Your connections with other alumni, supporters, friends, staff and students;
    • 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);
    • Bank details and/or payment card details; and
    • Computing and email information, including login details and network access.

    We may also process sensitive personal information about you such as:

    • Health information including medical conditions – we may use health information to help us to make reasonable adjustments to improve our service to you; to ensure our engagement with you is based on a suitable understanding of, and respect for, your particular circumstances.
    • Criminal conviction offences – we may use publicly available information relating to convictions, offences or allegations, including money laundering or bribery offences, to carry out due diligence on donors or prospective donors in line with our guidelines on the acceptance of gifts.
    • Race or ethnicity – we may use this information to support monitoring purposes and help to ensure activities reflect the make-up of our alumni and student community.
    • We do not seek to obtain sexual orientation, religious beliefs or political opinions, but they may sometimes be inferred from other data we hold (activities or event attendance, memberships, relationships, donations to specific causes).

  • How we collect your data

    We collect personal information in three ways:

    1. Directly from you during your ongoing relationship with the University, which includes personal information held on your student record;
    2. From publicly available sources; and
    3. From third parties providing us with services or acting on our behalf.

    Personal Information may be collected from the following range of sources:

    • 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;
    • Transferred from your student record if you are a current or previous student at NTU or one of its predecessor institutions;
    • Through our Digital Services: the NTU websites at www.ntu.ac.uk, and 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 or government sites, such as Companies House, or publications and articles in the public domain, such as the Queen’s Birthday Honours 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; and
    • 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 available at https://www.ntu.ac.uk/about-us/governance-and-policies/governance/information-governance 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 identify opportunities, products and services that may be of interest to you, and to invite you to get involved with University activities, including events, fundraising, mentoring, guest speaking and research. This may include disclosing personal data to trusted third parties, such as appointed service providers, from time to time;
    • To undertake the Graduate Outcomes Survey working with HESA – please see their  Graduate Outcomes Survey Privacy Notice;
    • To undertake due diligence in accordance with our Gift Acceptance Policy;
    • To personalise better, and send communications to you including tailored information, 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);
    • To ensure the data we hold is up to date and accurate. This may include screening telephone numbers against the Telephone Preference Service (TPS), as well as validation services to ensure that our data captures are correct;
    • To 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);
    • 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;
    • 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;
    • Targeting advertising, using data collected from our Digital Services to target and tailor advertising and analyse marketing activities;
    • External data matching to match customer lists with online platforms (through applications such as Facebook, Google Customer Match) to target and tailor advertising, understand audiences and analyse marketing activities;
    • 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); and
    • To notify you about changes to our services.

  • Who we share your data with

    We may, from time to time, share your personal information within NTU associated entities or third parties working on our behalf.

    NTU is also required to collect and process certain information for 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 Outcomes Survey.

    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:

    • We will facilitate communication between Alumni members, but we will not release any personal information without your prior consent.
    • 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.
    • 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 selected 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, 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:
      • (a)  Under applicable law, which may include laws outside your country of residence;
      • (b)  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;
      • (c)  To enforce our terms and conditions; and
      • (d)  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 unless you request otherwise, or there is no longer a legal basis for holding your personal data. Where we no longer need to retain personal information we ensure it is securely disposed of. We may retain anonymised statistical information indefinitely, but you cannot be identified from such 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, Nottingham Trent University, 50 Shakespeare Street, Nottingham, NG1 4FQ.

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

    If you are not satisfied with how NTU manages your personal information, you may wish to contact NTU’s Data Protection Officer at DPO@ntu.ac.uk or make a complaint to the ICO at https://ico.org.uk/global/contact-us/

    This privacy notice was last updated on 11 July 2019

    We reserve the right to update this privacy notice at any time. Any changes to this privacy notice will be posted on this page.

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