Privacy Notice – Development and External Relations – External Contacts (Non –Alumni)
Edinburgh Napier University is providing you with this information so you know what data we hold for you and why, and how we keep your data protected in compliance with the General Data Protection Regulation (GDPR).
Who is collecting the information?
Edinburgh Napier University as the “Data Controller”.
Who are we sharing your Personal Data with?
We will not disclose your data without your consent to third parties, except where they are acting as authorised agents for the University or where we are permitted or required to do so by GDPR.
Why are we collecting it/what we are doing with it (purposes)?
To support our mission, we have a legitimate interest in pursuing partnerships with individuals who may not currently have a relationship with Edinburgh Napier University. We always handle your personal data securely and minimise its use, and there is no overriding prejudice to you by using your personal information for this purpose.
We are also required to conduct due diligence, including reviewing publicly available personal data relating to the donor's criminal convictions and offences, before seeking or accepting major donations.
What is the legal basis for processing?
The purposes above fall under one of two conditions for processing outlined by the GDPR. These are:
"GDPR Article 6(1)(f) – Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject”.
"GDPR Article 6(1)(c) – Processing is necessary for compliance with a legal obligation to which the controller is subject”.
How are we collecting this information?
Any personal data collected about you is from publicly available information.
What information are we collecting?
We may collect your contact details, biographical information, business information, or details of your interests that relate to events or programmes offered by Edinburgh Napier University or our philanthropic priorities.
Who can see your information?
Your information can only be accessed by Edinburgh Napier University Development and External Relations staff and is sometimes shared with other Senior University staff, members of University Court, and members of our Campaign Board who may be involved in building a relationship with you.
How long is your information kept?
We will keep your personal data only for as long as we need it to provide you with the goods, services, or information you have required, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with you after you have asked us not to. When we no longer need the information we will always dispose of it securely.
How secure is your information?
All Edinburgh Napier University staff who have access to your information have received thorough data protection training. We only use third party database systems to store and process your data for which we have completed a risk assessment exercise to ensure your data is secure.
Further information about the software we use to process your data:
• Databases
The University’s External Relations database, Raiser’s Edge, is hosted in The Netherlands by Blackbaud Inc, a global non-profit software provider, operating under a Safe Harbour agreement and a formal agreement with the University. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place, and Blackbaud’s compliance with its agreements and privacy notice are monitored.
• Event Registration
Please note that by registering for an event via a service such as Eventbrite (which will host your data out with the EEA) or Bookitbee (which will host your data in the EEA) you will be supplying your personal data to the company/website and as such you are accepting and consenting to the practices in their Privacy Policies.
Edinburgh Napier University is not affiliated with Eventbrite or Bookitbee in any way and is using their services solely for the purposes of facilitating event ticketing and registration and does not accept any responsibility or liability for personal data which you have chosen to provide to such third party sites.
Who keeps your information updated?
Development and External Relations staff update your information from publicly available sources. Once we have a relationship with you we will also ask you to keep us informed about changes to your contact details.
Will your information be used for any automated decision making?
No.
Is any other information available?
You can find out who to contact if you have any further queries about Data Protection and about your rights here.