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Data Privacy Statement - Alumni

Purpose of this statement

The Development and Alumni Relations Team maintains and manages former student data. Former student data is provided to the Development and Alumni Relations Team when student records meet the alumni criteria.

This statement outlines why UWE Bristol collects and stores information on alumni after they leave the University. It has been written to provide greater clarity on what happens to alumni data.

What details we hold

Alumni records contain contact details and education records. In some cases other information is added; employment history; engagement activity (such as event attendance or instances of volunteering); financial data (for donations) and information about areas of interest and potential to support UWE Bristol.

Why we use your data

Alumni records are used for alumni relations and fundraising purposes. This includes sending publications (digital and physical copies), alumni surveys, event invitations (including reunions), fundraising appeals, volunteering opportunities and other services. This may include occasional marketing emails (such as promoting a course to certain alumni). Communications are primarily sent via email but also include postal mailings.

How we use your data

Alumni data helps inform UWE Bristol where its alumni are, what they do and what relationship they have with the institution. This data is maintained by the Development and Alumni Relations Team but may also be shared internally (eg an alumnus/a has expressed an interest in speaking to students – this will be passed to colleagues in the Careers Team). Similarly, alumni records are used to identify suitability for marketing purposes (such as featuring an alumnus/a profile or quote in a prospectus or on the website).

Alumni records are also instrumental in supporting various areas of the University, including academic research, supporting university events, ad-hoc faculty requests, organising reunions, individual requests via our Find your Friends service and various other requests.

Your personal data is not shared externally except with agents acting on the University’s behalf.

How we keep your data accurate

With so many records (over 250,000), it is difficult to be completely accurate. Alumni can update their alumni record online, by phone, by post or send the Development and Alumni Relations Team an email at alumni@uwe.ac.uk.

The Development and Alumni Relations Team may also undertake occasional data cleaning activities, including wealth screening. This information is sourced from trusted public sources (ie Companies House, Telephone Preference Service) and helps keep the alumni database accurate as well as giving us insight into our alumni's philanthropic interests and ability to support the University.

Communication preferences

Alumni can choose how to receive communications from the Development and Alumni Relations Team, as well as opt in to different types of communications. This can be done via the Update your details form.

Your rights

As a data subject, under the Data Protection Act, you also have a right to request access to the personal data held about you and a right to request restrictions on how this data is processed. Please contact the Data Protection and Records Management Officer (James2.Button@uwe.ac.uk) if you wish to exercise these rights. If you are unhappy with the way in which your personal data has been processed you may complain to the Information Commissioner's Office, further information can be found on the Information Commissioner's Office website.

Data retention

Alumni records are stored and maintained for as long as necessary. Alumni can ask us to remove certain information (such as contact details) but a record of your academic achievement is ongoing for archival purposes – this is to ensure the University can confirm who studied at UWE Bristol (or its previous colleges).

What is an alumnus or alumna?

An alumnus is a male graduate or former student and an alumna is a female graduate or former student. “Alumni” is the plural referring to graduates of both sexes. You automatically become a member of the UWE Bristol Alumni Community when you complete a course or programme with UWE Bristol. We don’t use the term graduate as not all UWE Bristol alumni are graduates.

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