This policy explains what data is collected by the Development and External Relations Department and how it is used.
Privacy Notice – Development and External Relations
As alumni, volunteers, and/or donors, we are 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?
Your data may be shared with the following groups in order to communicate with you about news and activities that you have opted in to receive:
• our academic and administrative departments
• recognised Edinburgh Napier University alumni clubs and associations (including those overseas)
• external agents contracted by the University such as mailing houses and software providers
We will not disclose your data without your consent to third parties, except where they are acting as authorised agents for the University for the above purposes or where we are permitted or required to do so by GDPR.
Why are we collecting it/what we are doing with it (purposes)?
We will use the details you have given us to contact you by post, email or telephone about relevant University activities or services you have opted in to receive. These may include:
• the sending of alumni publications
• the promotion of benefits and services available to alumni
• notification of and distribution of information about, events and reunions
• facilitating the establishment of networking groups
• University fundraising and other supporter engagement programmes
• requests to complete relevant surveys
• careers path information
• volunteering opportunities
What is the legal basis for processing?
Depending on the activity your data is used for, we will rely on one of the following conditions for processing: a legitimate interest; a legal obligation; or your consent to process your data, as explained below.
"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."
We will hold data relating to any courses you undertook as a student, including your name, course details, and dates of attendance under 6(1)(f) of the GDPR for the purpose of monitoring our academic services and to provide you with the information e.g. a copy transcript, should you require confirmation of your degree in future.
"GDPR Article6 (1)(c) – Processing is necessary for compliance with a legal obligation"
If you make or have made a charitable donation to the Edinburgh Napier University Development Trust, we will process your name, address, and donation information under 6(1)(c) of the GDPR for the purpose of administering your donation and claiming Gift Aid on your behalf.
"GDPR Article 6(1)(a) – Consent of the data subject"
We will only email you about our events and services, or call TPS registered numbers, if we have your express consent to do so. We may send you post, unless you have asked us not to.
To help us contact you in the best way possible, please make sure your preferences are up to date
How are we collecting this information?
When you complete your studies with us, data you provided while a student is transferred from the student records system to the alumni database. We will also ask you from time to time to update your contact details, communication preferences, location, and interests. We may also collect this information from your activity on Edinburgh Napier University social media pages or which you have made publicly available on profiles that you have linked to us. We also use National Change of Address services to identify contact details that are no longer correct.
What information are we collecting?
We collect your contact details, the city or region where you live or work, biographical information, information on your interests that relate to events and services offered by Edinburgh Napier University, and information related to your charitable donations to Edinburgh Napier University Development Trust.
Who can see your information?
Your information can only be accessed by Edinburgh Napier University Development and External Relations staff. Third parties mentioned above may have access to limited information about you for specific data processing activities e.g. your address for sending the Alumni Magazine.
How long is your information kept?
We will keep your information 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 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 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:
The University’s alumni and donor 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.
Your details may be transferred to third party providers and held there e.g. during telephone campaigns, or when we contact you by email. We only use third party systems to store and process your data for which we have completed a risk assessment exercise to ensure your data is secure.
• Data Lists
We use National Change of Address services to identify contact details that are no longer correct. We may use third parties to carry out list checking on our behalf. We only use third parties for which we have completed a risk assessment exercise to ensure your data is secure.
• 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.
• Online Giving
When donating online you will be directed to Edinburgh Napier University’s dedicated secure payment site hosted externally by Blackbaud Inc for credit or debit card donations or Rapidata Services for direct debits. The personal information you provide and the amount of your donation will be reported to the University’s External Relations and Development department and held securely. We will use this information to administer your donation, compile anonymous statistics, and respond to Freedom of Information requests.
• Social Media Ambassadors
If you volunteer to become a social media ambassador you will need to create an account on our ambassador portal, provided by Hubbub. The portal uses Sponsorcraft software to manage your account and is hosted in the EEA. Data that you add to your account is protected by Edinburgh Napier University as the data controller, and Hubbub as the data processor.
Who keeps your information updated?
You have the right to update your own information at any time by logging into the alumni portal, emailing firstname.lastname@example.org, or writing to Development and External Relations, Edinburgh Napier University, Sighthill Campus, Sighthill Court, Edinburgh, EH11 4BN.
Development and External Relations staff also update your data.
Will your information be used for any automated decision making?
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 using the following link: http://www.napier.ac.uk/privacy-policy
Further information on data processing carried out by Development & External Relations on members of the public who are not alumni is available here.