Office of the Vice-Provost (Development)
Data Protection statement
Version 1.1 19/03/14
The Development & Alumni Relations Office at UCL (DARO) is committed to protecting your privacy. This statement describes how DARO collects and uses personal information about people. The terms of this statement may change, so please check it from time to time.
If you have any queries about this privacy statement, please contact the Data Protection Coordinator at UCL DARO, Gower Street, London WC1E 6BT UK or firstname.lastname@example.org
How do we collect information?
All UCL student names, degree & contact details are copied from the UCL Registry database & used to create a record for you on the Development & Alumni Relations database. We also hold records on Non Alumni friends of UCL, donors & potential donors.
We obtain personal information from you when you enquire about our activities, register for an event or Alumni benefits card, make a donation to UCL or otherwise provide us with personal information. We may also receive information about you from third parties, for example from our service providers or from a friend who wants us to tell you about the activities we carry out. We also sometimes harvest information about you that is published publically & append it to your record.
What information do we collect?
The personal information we collect might include name, date of birth, contact details (including email address & mobile number), employment history, areas of interest, details about various links with UCL & giving propensity flags. If you make a donation to UCL, we will also record your donation details on your record.
We can track which pages you visit when you click on links in our emails & may use this information to personalise the way our websites & emails are presented to you.
How do we use your information?
We will use your personal information:
· to provide you with any services you have requested;
· for administration purposes;
· to further our charitable aims, including for fundraising activities.
As part of this, we may analyse the personal information we collect to create a profile of your interests and preferences so that we can contact you in the most appropriate way and with the most relevant information.
We may need to share your information with our service providers, associated organisations and agents for the purposes described above. Further details about data sharing are given below.
You have a choice about whether you want to receive information about our progress and fundraising activities, and by which channels. We will not use your personal information for marketing purposes if you have indicated that you do not wish to be contacted. You can change your marketing & contact preferences at any time by contacting the Data Protection Coordinator at UCL DARO, Gower Street, London WC1E 6BT UK or email@example.com
How do we protect personal information?
Your data is stored in a secure central Development & Alumni Relations database, managed by the UCL ISD Division, following industry good practice. Our Alumni Web Community & Online Giving website has been approved by the ISD Security Team & Symantec security services. UCL does not process credit card details for online donations; these are only handled by our PCI accredited Merchant Service providers (Barclays ePDQ or First Data).
We take appropriate measures to ensure that the personal information disclosed to us is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used and is thereafter securely destroyed or permanently deleted.
Will we disclose the information we collect to outside parties?
If you have joined a specific Alumni group or society, such as the History Alumni Association or Women's Dining Club, then we will share limited data with the organisers of that group, so they can manage events & communications. The organisers will have first signed an agreement to handle your data securely & only for this agreed purpose. We do not give out your data to organisers of groups that you have not opted into, but we may contact you on their behalf.
We may pass your information to our service providers. We always make sure there are appropriate controls in place first; the service provider will never use your data for any additional non-UCL purpose. Some examples of service providers would be using an emailer service to send out personalised email newsletters, using a mailing house to send out Alumni magazines, or screening names & addresses via a data bureau to remove deceased people from our mailing list & keep addresses up-to-date.
We may share your information with selected "UCL Partners" and their associated charities, UCL Academy & a handful of other UCL charities that are registered separately with the Charities Commission, for the purposes of managing joint fundraising campaigns. This is so that UCL & the fundraising partner do not both approach you about the same project in an uncoordinated manner. A current list of UCL partners can be viewed at the UCL Partners website.
Because UCL pass lists are published at the time of graduation, your name at time of study & course name & year are public domain data & may be re-published. If you make a donation to UCL, you are given the option of deciding whether your name can be used on donor lists & other stewardship materials. If you consent to this, we may publish your current name & the fact that you are a UCL donor.
We may need to disclose your information if required by law (for example to government bodies and law enforcement agencies) or if we have your permission to do so.
We never sell any of your personal information.
By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement.
You also consent to our transferring your information to countries or jurisdictions outside the UK if necessary for the above purposes. These countries may not provide the same level of data protection as the UK. If we do make such a transfer, we will, if appropriate, put appropriate controls in place to ensure your information is protected.
Right of access
If you are a UCL Alumnus/Alumna & have created an account for our Alumni Web Community service, you can sign into your account to access and update most of your information.
You have the right to ask for a copy of all the information we hold about you and to have any inaccuracies in your information corrected. If you wish to exercise this right, contact the Data Protection Coordinator at UCL DARO, Gower Street, London WC1E 6BT UK or firstname.lastname@example.org. You will be asked to formally prove your ID before your data can be released.
Our website may include links to websites run by other organisations. UCL is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.
If your personal details change, please help us to keep your information up to date by notifying us at the above address.
We may change the terms of this privacy statement. If we do so, we will post the changes here so please check from time to time. By continuing to use our services you will be deemed to have accepted such changes.