How we use your data

Who we are 

The Global Engagement Division (GED) at the University of Bristol supports the delivery of the University’s key strategic priorities by facilitating philanthropic giving, expanding our international community of alumni and friends and demonstrating how engagement and philanthropy can make a positive impact on local communities across the world. 

As part of this work, we facilitate public and civic engagement across the University, managing events and other activities involving the general public and representatives of local, national and international civic society. 

Data Protection statement 

We are committed to protecting your privacy.  This statement describes how we collect and use personal information about people.  

GED is part of the University of Bristol, and the University is the Data Controller. You can find full details of the University’s data protection policies here. 

We work with a range of audiences as part of our work, including alumni, donors, civic partners and the general public. The statements below are common to these groups. Further information specific to these audience categories is outlined in detail later in this document.

We will sometimes collect information about you that is publicly available and append it to your record, such as your current employment, or any awards or accolades you may receive, or information in openly available newspapers, publications or directories. This is to ensure that our records remain up to date, and that you continue to receive the emails, opportunities and invitations that will be the most appropriate and interesting to you, and in order to ensure our fundraising activity is as effective as it can be.

What we collect

The personal data stored and processed by the University may include:

  • Biographic information including your name and title and your contact details
  • Your professional activities and / or other information in the public domain
  • Your attendance at University events
  • Responses you supply to surveys
  • Your current interests and activities, which may include extracts from any related media stories
  • Relationships to alumni, donors and friends
  • Information about dietary, health or access requirements if you are attending an event organised by the University, or if you have supplied it and it is otherwise relevant to your relationship with us

The personal information we hold is used to:

  • Keep you up to date with news and progress regarding the University
  • Promote University events, activities and programmes
  • Provide you with any services you have requested

Grounds for processing your data

In accordance with the UK General Data Protection Regulation (UK GDPR) and Privacy and Electronic Communications Regulations (PECR), GED will process your data according to the following legal bases.

Contract

The following tasks will be carried out because there is a contractual, or quasi-contractual relationship between the university and the data subject:

  • The sale of event tickets, merchandise, and any other similar transactions

Consent

The following activities will be carried out only with your consent: 

  • Sending of electronic marketing to personal email addresses, which may include email newsletters, event invitations, volunteering opportunities, fundraising emails and other University updates, including those sent on behalf of the Alumni Association or volunteers.
  • Use or storage of any Special Category data, such as religious beliefs, political affiliations, ethnicity or health information, unless there is a substantial public interest which allows us in certain limited circumstances to use Legitimate Interests to process this data

Legitimate Interest

The following activities have been assessed by the University, and are carried out on the basis of Legitimate Interest. This means that they are considered to be in the legitimate interests of the University, and having balanced these interests with your rights as the Data Subject and the requirements of the UK GDPR, it is reasonable for these activities to be carried out:

  • Use of data to contact alumni and supporters, to provide newsletters, event invitations, volunteering opportunities, philanthropic fundraising communications and other University updates, noting that electronic communication and use of TPS registered phone numbers are only to be used with the consent of the recipient, as outlined above
  • Administration of donations, events, volunteering and other activity
  • Appending of data to the database using publicly available information or through use of third party data appending and wealth screening services
  • Profiling, segmenting and analysing of data to review or project the performance of our programmes and to target activity to relevant audiences, ensuring you receive the most appropriate and interesting content for you
  • Sharing of photographs, films or videos from University events or activities, or shared with the University by alumni and supporters

Stopping any of these activities would immediately have an impact on our relationship with you. Each activity is designed to support your experience, whether this is through invitations to engage in activities, processing or appending data to ensure that mailings and individual conversations are appropriate and likely to be of interest, or enabling us to review ongoing activity and stop programmes or approaches that are not well received.

Substantial public interest

The following activity is carried out because there is a substantial public interest to do so:

  • The use of special category data in certain limited circumstances, for example in fundraising for scholarships designed to support the widening of access to education by groups whose defining characteristics might be covered by a special category (e.g. fundraising for a scholarship for students from an ethnic minority.)

How long we keep your data for

We retain your data for varying amounts of time, depending on the nature of the data and the purpose for which it is used. Basic information on who you are and what you studied is required to be kept by the University. We have a detailed retention policy which is available on request from alumni@bristol.ac.uk.

In order to ensure that you see additional information that is relevant to you, please read the section/s below that describe your relationship with the University of Bristol.

  • I am a member of the alumni community

The terms of this statement may change from time to time. We will provide any updated information on our website and alert you to the changes through our usual channels of communication.

You can request a copy by emailing us at alumni@bristol.ac.uk or phoning us on +44(0)117 394 1046. We will inform you of the change in use of your details around graduation, and you will have the opportunity to opt in or out of our communications at any point.

In addition to the information transferred when you graduate, we also record updates you supply when you enquire about our activities, update your details via our website, make a donation to the University of Bristol or otherwise provide us with personal information.

We may also receive information about you from third parties, such as your friend passing on your details to us to invite you to a reunion. We will always check with you before using these details for marketing purposes.

Occasionally, we may ask external companies to add data about you to our existing record. This may include wealth screening companies or companies that will append additional information to the records we hold.

The information received from these companies may be generalised, such as Mosaic classifications based on your postcode, or personal, such as notifications that you have changed address, updated contact details, or an indication of your wealth or philanthropic giving capacity. The companies conducting this activity will be carefully vetted by the University to ensure that their processing of your data is fair, reasonable and compliant under relevant legislation.

Any data supplied by the University will only be used for the activity they have been asked to carry out, and will not be kept by them or added to the data that they hold. We take this approach to ensure that you continue to receive relevant and interesting communications and that our philanthropic fundraising activity is as effective as it can be.

What we collect

The personal data stored and processed by the University may include:

  • Information about your time at the University
  • Details of any volunteering carried out or donations received by the University
  • Donor status and wealth assessment information
  • Scholarship information which may include personal details about the award of that particular scholarship

The personal information we hold is used to:

  • Promote benefits and services you are eligible to receive
  • Further our charitable aims through a range of philanthropic fundraising appeals and programmes, including direct marketing (such as receipt of University publications), telephone and email fundraising and, where relevant, a request to meet you in person
  • We may use your details for the purposes of telephone fundraising or market research. Our telephone fundraising campaigns are managed in-house or through trusted external agencies. Our callers are current University of Bristol students and are paid for their work, which provides them with valuable work experience whilst raising vital funds for the University. 

We respect and honour the rights to privacy of our alumni community, and will fully comply with your requests on how you wish to be contacted by the University. We will conduct all our fundraising in accordance with the Fundraising Regulator’s Code of Fundraising Practice.

Grounds for processing your data

In accordance with the UK General Data Protection Regulation (UK GDPR) and Privacy and Electronic Communications Regulations (PECR), GED will process your data according to the following legal bases.

Public Task

The following tasks are carried out in accordance with the public role and official functions of the University:

  • Core alumni functions as related to the Alumni Association and any future body or mechanism replacing this body
  • Provision of data to partake in the Graduate Outcomes survey which involves graduates 15 months after graduation. This is facilitated by an external party and delivered to the Higher Education Statistical Agency. We are required by statute to provide this information

Consent

The following activities will be carried out only with your consent: 

  • Inclusion in our fundraising telephone campaign of any telephone number registered with the Telephone Preference Service (TPS)

Legitimate Interest

The following activities have been assessed by the University, and are carried out on the basis of Legitimate Interest. This means that they are considered to be in the legitimate interests of the University, and having balanced these interests with your rights as the Data Subject and the requirements of the UK GDPR, it is reasonable for these activities to be carried out:

  • Use of current student data
  • Receipt and storage of student and alumni data
  • Production and publishing of class lists, showing the names of all those who graduated from a certain course at a certain time

Stopping any of these activities would immediately have an impact on our relationship with you. Each activity is designed to support your experience, whether this is through invitations to engage in activities, processing or appending data to ensure that mailings and individual conversations are appropriate and likely to be of interest, or enabling us to review ongoing activity and stop programmes or approaches that are not well received.

  • I am donor to the University

We are proud of our donors and the difference you make and will treat you  with respect as detailed in our fundraising promise.

The terms of this statement may change from time to time. We will provide any updated information on our website and alert you to the changes through our usual channels of communication.

You can request a copy anytime by contacting us by email at alumni@bristol.ac.uk or phoning us on +44(0)117 394 1046.

In addition to the information we hold about your gifts, we also record updates you supply when you enquire about our activities, update your details via our website, make a further donation to the University of Bristol or otherwise provide us with personal information.

We may also receive information about you from third parties (such as a friend or contact passing on your details to us to invite you to an event). We will always check with you before using these details for marketing purposes.

We will sometimes collect information about you that is publicly available and append it to your record, such as your current employment, or any awards or accolades you may receive, or information in openly available newspapers, publications or directories. This is to ensure that our records remain up to date, and that you continue to receive the emails, opportunities and invitations that will be the most appropriate and interesting to you, and in order to ensure our fundraising activity is as effective as it can be.

Occasionally, we may ask external companies to add data about you to our existing record. This may include wealth screening companies or companies that will append additional information to the records we hold.

The information received from these companies may be generalised (such as Mosaic classifications based on your postcode), or personal (such as notifications that you have changed address, updated contact details, or an indication of your wealth or philanthropic giving capacity). The companies conducting this activity will be carefully vetted by the University to ensure that their processing of your data is fair, reasonable and compliant under relevant legislation.

Any data supplied by the University will only be used for the activity they have been asked to carry out, and will not be kept by them or added to the data that they hold. We take this approach to ensure that you continue to receive relevant and interesting communications and that our philanthropic fundraising activity is as effective as it can be.

What we collect

The personal data stored and processed by the University may include:

  • Details of any volunteering carried out or donations received by the University
  • Donor status and wealth assessment information

The personal information we hold is used to:

  • Further our charitable aims through a range of philanthropic fundraising appeals and programmes, including direct marketing (such as receipt of University publications), telephone and email fundraising and, where relevant, a request to meet you in person
  • We may use your details for the purposes of telephone fundraising or market research. Our telephone fundraising campaigns are managed in-house or through trusted external agencies. Our callers are current University of Bristol students and are paid for their work, which provides them with valuable work experience whilst raising vital funds for the University. 

We respect and honour our donors rights to privacy, and will fully comply with your requests on how you wish to be contacted by the University.

We will conduct all our fundraising in accordance with the Fundraising Regulator’s Code of Fundraising Practice.

Grounds for processing your data

In accordance with the UK General Data Protection Regulation (UK GDPR) and Privacy and Electronic Communications Regulations (PECR), GED will process your data according to the following legal bases.

Legal Obligation

The following tasks are carried out because the University has a legal obligation to do so in order to:

  • Facilitate Gift Aid claims, personal data must be submitted to HMRC for any donor who has made a gift covered by a Gift Aid declaration
  • Satisfy regulatory requirements to “know your donor” the university may carry out research on the financial and reputational background to large donations
  • Carry out some aspects of the processing of the receipt of gifts left in people’s wills

Contract

The following tasks will be carried out because there is a contractual, or quasi-contractual relationship between the university and the data subject:

  • In order to implement contractually binding aspects of gift agreements between the University and a donor

Consent

The following activities will be carried out only with your consent: 

  • Inclusion in our fundraising telephone campaign of any telephone number registered with the Telephone Preference Service (TPS)
  • Inclusion of philanthropic donations you have made in any public donor lists that we publish

How long we keep your data for

We retain your data for varying amounts of time, depending on the nature of the data and the purpose for which it is used. Basic information on who you are and what you studied is required to be kept by the University. We have a detailed retention policy which is available on request from alumni@bristol.ac.uk.

  • I am a member of the public

The terms of this statement may change from time to time. We will provide any updated information on our website and alert you to the changes through our usual channels of communication. 

You can request a copy by emailing us at alumni@bristol.ac.uk or phoning us on +44(0)117 394 1046.

When you register to attend an event, or sign up to a mailing list to receive updates from the University, we will transfer your information to the GED database, in order for us to administrate your attendance and/or ensure you are informed of upcoming events or opportunities that may be of interest.

In addition to the information transferred when you are added to our database, we also record updates you supply when you enquire about our activities, update your details, attend an event or otherwise provide us with personal information. 

We may use your details for the purposes of market research.

We respect and honour your rights to privacy, and will fully comply with your requests on how you wish to be contacted by the University.

How long we keep your data for 

We retain your data for varying amounts of time, depending on the nature of the data and the purpose for which it is used. We have a detailed retention policy which is available on request from alumni@bristol.ac.uk. 

  • I am a current or prospective partner of the Civic team

The terms of this statement may change from time to time. We will provide any updated information on our website and alert you to the changes through our usual channels of communication. 

You can request a copy by emailing us at alumni@bristol.ac.uk or phoning us on +44(0)117 394 1046.

When you register to attend an event, or sign up to a mailing list to receive updates from the University, we will transfer your information to the GED database, in order for us to administrate your attendance and/or ensure you are informed of upcoming events or opportunities that may be of interest.

In addition to the information transferred when you are added to our database, we also record updates you supply when you enquire about our activities, update your details, attend an event or otherwise provide us with personal information. 

We will sometimes collect information about you that is publicly available and append it to your record, such as your current employment, or any awards or accolades you may receive, or information in openly available newspapers, publications or directories. This is to ensure that our records remain up to date, and that you continue to receive the emails, opportunities and invitations that will be the most appropriate and interesting to you.

We may use your details for the purposes of market research. We respect and honour our contacts rights to privacy, and will fully comply with their requests on how they wish to be contacted by the University.

How long we keep your data for 

We retain your data for varying amounts of time, depending on the nature of the data and the purpose for which it is used. We have a detailed retention policy which is available on request from alumni@bristol.ac.uk.
 

How we protect your information 

The personal information we obtain will be held securely on the University’s supporter and alumni relations database. This is hosted within the EU and is fully SAS 70 Type II Certified and PCI DSS compliant. We take appropriate steps to ensure that we only record and store information which is relevant, that we keep it securely, that it is accurate and up to date and only kept for an appropriate length of time. 

Use of data outside the UK and European Economic Area 

We use US based companies, Blackbaud Inc. and MailChimp, to process our email communications. We take steps to ensure that all of our partners have appropriate safeguards in place when personal data is transferred overseas, for instance standard contractual clauses and associated mechanisms.  

Disclosure of information to third parties outside of our public duty 

We will never sell or give away your data to other companies or charities. Where a task does not fall into our public duty, we will only share your data with third parties providing a service for the University. Personal information will not be disclosed to external organisations other than those acting on the instructions of the University.

Where this is the case, a written contract will be put in place between the University and the third party to set out the purposes for which the information can be used and the security measures that must be in place. The service provider will agree never to use your data for any additional purpose not set out in the agreement with the University. Such companies may include the use of a mailing house to facilitate the mailing of event information and other mass communications, a third party to provide a service such as ‘Asking Bristol.’

Accessing your personal information 

If you wish to request access to any of your personal information held by GED, please use the University’s subject access procedure. 

Your right to complain 

You have the right to object to any of the above uses of your data and to raise any concerns or complaints with our data use or this Policy. You can object to the use of your data for the purposes of profiling or direct marketing. Complaints, objections and concerns can be raised with GED by emailing us at alumni@bristol.ac.uk, phoning us on +44(0)117 394 1046 or writing to us at: 

Global Engagement Division
University of Bristol
31 Great George Street
Bristol
BS1 5QD
UK

The University of Bristol Data Protection Officer can be contacted by emailing us at data-protection@bristol.ac.uk, phoning us on 0117 394 1824 or writing to: 

Information Governance Manager 
University Secretary's Office 
University of Bristol 
Senate House 
Tyndall Avenue 
Bristol 
BS8 1TH 

Where relevant, escalated complaints that are unable to be resolved by the University of Bristol can be lodged with the Information Commissioner's Office.