Here at the University of Salford we work hard to ensure that you get the very best experience without having to worry if your information is safe.
Outlined below is how & why we collect, use, & share your personal information, & your rights in relation to that data.
We know that there’s lots of information here, but we want you to be fully informed – we hope the following sections will answer any questions you have but if not, please do get in touch with us.
The University of Salford is the “Data Controller” of your personal data & is subject to the Data Protection Act 2018. We are registered with the Information Commissioner’s Office (“ICO”).
The Alumni Engagement & Development team is committed to preserving and developing the University’s relationship with its graduates. The University has a global alumni community of over 170,000 graduates who are working in all sectors and are our biggest advocates and supporters. Our aim is to help graduates continue to feel supported and connected to the University of Salford by providing educational, employability and well-being benefits and services, networking and philanthropic opportunities and a series of educational events.
We collect data about you at various stages in your relationship with us. This may be:
We may use publicly available information to ensure we communicate with you in the best way for you. We use sources such as:
Under the GDPR we have to have justification (“legal basis”) for obtaining your information, for alumni and donors we believe that this is:
Under the GDPR we are only permitted to collect the minimum amount of information needed to carry out a specific purpose. We may collect the following type of personal data about you:
Your personal information will be used to provide any services you have requested and to keep in touch with you as a member of the Salford alumni community. We may communicate with you about the following:
Your data is used and processed for the full range of University, alumni and supporter activities and programmes involving academic and administrative departments and all relevant communications, fundraising and marketing activity (by mail, email and telephone). You can request to stop receiving communications at any time, by completing this Communication Preferences Form. Alternatively you can email us at any time at email@example.com or call us on +44 (0)161 295 4265 (Monday to Friday, 9am-5pm) specifying your requirements or use the unsubscribe link at the end of every email we send to you.
If you have provided us with your postal address, email address or telephone number we may contact you via these means unless you have told us you’d prefer us not to.
We actively check phone numbers against the Telephone Preference Service (TPS) and we will only call you on a number listed on TPS if you have specifically told us we may. We also check against the Fundraising Preference Service (FPS) and do not send communications to those who have opted out.
The University does not collect and store any bank or credit/debit card details.
We use information on your employment, University subject of study and membership of University clubs and societies to help tailor our communications with you, including asks for you to become involved in fundraising, or volunteering with our alumni and student communities. We collect information on alumni library and sports centre membership to monitor uptake of services.
To ensure we only accept fundraising donations from legal sources and in line with our Gift Acceptance and Ethical Fundraising Policy we carry out due diligence research on our potential major donors using publicly and freely available sources.
Your data will not be disclosed to external organisations other than those acting as agents for the University. We always make sure there are appropriate controls in place (as outlined below) so that your data will remain secure. The University will never sell, trade or give away your data.
Tools may be used to monitor the effectiveness of the University’s communications with you, including email tracking (which records when an email from us is opened and/or how many links are clicked within the message) and internal data analysis and reporting. This helps us to understand how our communications are being received and understood.
The University is committed to holding your data securely and treating it with sensitivity. The University will only hold the data for as long as it considers necessary for the above purposes.
Data is retained for as long as it is required to perform its purpose, or for as long as is required by law (see the table below). At the end of that retention period, your data will either be deleted completely or anonymised. Here is a link to our retention schedule:
In order to meet our contractual needs or to improve our services, sometimes we share your personal data with trusted third parties.
Here’s the policy we apply to those organisations to keep your data safe & protect your privacy:
Examples of the kind of third parties we work with are:
International Data Transfers
Some of the personal information we process about you may in rare circumstances be transferred to, and stored at, a destination outside the European Economic Areas (“EEA”), for example where it is processed by staff operating outside the EEA who work for us or for one of our suppliers, or where the personal data is processed by one of our suppliers who is based outside the EEA or uses a storage facilities outside of the EEA. Any international data transfers will comply with GDPR requirements.
It is always your choice as to whether you want to receive information about the University, how we raise funds and the ways you can be involved. If you do not want us to use your personal information in these ways or to contact you by email, phone and/or post please let us know. You can indicate your preferences by filling in this Communication Preferences Form. Alternatively you can email us at any time at firstname.lastname@example.org or call us on +44 (0)161 295 4265 (Monday to Friday, 9am-5pm) specifying your requirements or use the unsubscribe link at the end of every email we send to you.
If you do not want us to continue to hold your personal information please contact us at email@example.com or on +44 (0)161 295 4265 (Monday to Friday, 9am-5pm). Please note that we will still need to retain skeleton information on you (name, year/s of study, course title and home address) to help ensure that we do not contact you again.
Any choices you make will overwrite any previous preferences you have informed us about.
The accuracy of your personal information is important to us. You can let us know about any changes in contact information at any time by filling in this Update Your Details form or emailing firstname.lastname@example.org.
You have certain rights in respect of the personal information the University holds about you. For more information about Individual Rights under GDPR and how you exercise them please return to our website www.salford.ac.uk/privacy
From time to time we may make changes to this statement because the way we are processing your personal information changes. All alterations will be posted on this page and will apply from the time we post them. Where we have a valid email address for you we will periodically email you to inform you what changes have been made and to send you a link to our current privacy statement.
This statement was last updated on 26th July 2019.
* Special category data is more sensitive than other personal data. It includes information such as: race, ethnic origin, politics, religion, health, sexual orientation.