How we use your personal information (for alumni and supporters)

This page provides information about the use of personal information we collect about our alumni and our past, current and future supporters, whether donors, volunteers, participants in membership groups that we run, or attendees at events that we organize.

1. What is ‘personal information’?

‘Personal information’ means any information which relates to or identifies you as an individual.

2. How does this webpage relate to other information about data protection?

If you became a student you at Harlaxton College you were told how the College and the University of Evansville would use your personal information to deliver and administer your education, and for related purposes (see How we use your personal information (for students)).

You were referred to this webpage for a fuller statement of the uses we make of your personal information we collect about our alumni and our past, current and future supporters, whether donors, volunteers, participants in membership groups that we run, or attendees at events that we organize.

3. Who will process my personal information?

The information provided here applies to the use, sharing and disclosure of your personal information by Harlaxton College (www.harlaxton.ac.uk or harlaxton.evansville.edu) and by the University of Evansville (www.evansville.edu). Please note that the College and the University are separate legal entities for these purposes. The College and the University work together closely and share your personal information for a variety of fundraising and alumni relations purposes. Developing a better understanding of our alumni and supporters allows us to keep in touch with you, in order to keep you apprised of our activities and developments, to provide services to you, and to identify ways in which you can support us, through donations or other forms of financial and non-financial support.

4. What personal information will be processed?

The College may hold information relating to you from a number of sources. A significant proportion of the information we hold on alumni is that which you provide to us (for example, you may give us information by filling in forms on the College's website, or by corresponding with us by telephone, email or otherwise). If you are a student or studied at Harlaxton College, some of your personal data is transferred from your student record to the College’s alumni database.

Most records contain:

  • details of your education (e.g. the courses you have completed, dates of study)
  • unique personal identifiers and biographical information (e.g. student number, date of birth)
  • your contact details (and we update these whenever you let us know that they have changed)
  • details of your interactions with the College, including:
    • your membership of clubs and your attendance at College events
    • other contact with us or our partners (as listed below)
    • details of benefits and services provided to you
    • your relationships with other alumni or supporters of the College
  • details about your family (e.g. your marital status, the name of your partner or spouse)
  • personal data provided by you for a specific purpose (e.g. disability and dietary preferences for event management purposes)
  • your communication preferences, to help us provide tailored and relevant communications

We also record, where applicable, based on information which you provide to us and, in some cases, publicly available information and information from our partners (as listed below):

  • your career highlights and other life achievements
  • information about your areas of interest and extra-curricular activities

We augment the data we hold from the College and the University of Evansville with publicly available data.

In addition to this, the University may process some information about you that is classed as ‘sensitive’ or ‘special category’ personal data, and which requires additional protections. Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, the use made of such information will be explained and you will often have the option to refuse your consent by not supplying it.

5. What is the purpose and legal basis of the processing?

The College will process your personal information for a range of contractual, statutory or public interest purposes in support of alumni relations, supporter communications and fundraising, including the following:

  • To send you publications (e.g. alumni magazines and updates about the College)
  • To conduct surveys
  • To provide services, including access to College facilities
  • To send you details of volunteering opportunities
  • To enable your participation at events (e.g. functions).
  • For internal record keeping, including the management of any feedback or complaints
  • For administrative purposes (e.g. in order to administer an event you have registered for or attended)
  • To communicate effectively with you by post, email and phone, including the distribution of relevant newsletters and circulars.
  • To operate security (including CCTV), governance, complaint, audit and quality assurance processes and arrangements.
  • To support your medical, safety, welfare and religious requirements.
  • To compile statistics and conduct surveys and research for internal and statutory reporting purposes.
  • To fulfill and monitor our responsibilities under equalities, immigration and public safety legislation.
  • To enable us to contact others in the event of an emergency (we will assume that you have checked with the individuals before you supply their contact details to us).

Communications to you may be sent by post, telephone or electronic means (principally by email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.

We may use automated or manual analyses to link data together to help us to provide you with an improved experience, to send you communications which are relevant and timely, to identify volunteering opportunities or opportunities for providing support which may be of interest to you, and to avoid approaching you with opportunities which are not of interest.

We consider the processing of your personal information for these purposes to be necessary for the pursuit of the legitimate interests of the College in maintaining a record of its cultural life, deepening its relationships with alumni and supporters and recognizing their achievements at College and public level. The College has a legitimate interest in facilitating communications with alumni and supporters, recording and recognizing contributions and ensuring that there is a positive and well-informed ongoing relationship.

If we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time. Where we ask for any sensitive information, such as that concerning your ethnicity, sexual orientation, religious beliefs or health/disability, you will normally have the option to refuse your consent by not supplying it. We will not use your personal information to carry out any wholly automated decision-making that affects you.

6. Who will my personal information be shared with?

As described above, your personal information is shared with relevant staff at the College and the University of Evansville which advances the mission of the College by providing expertise in fundraising and alumni relations and by growing the base of support for the College among alumni and friends. In addition, it is shared as permitted or required by law, on a considered and confidential basis, with a range of external organisations, including the following:

  • Relevant Government Departments (e.g. Home Office, Foreign and Commonwealth Office, Department of Health).
  • Relevant executive agencies or non-departmental public bodies (e.g. the Health and Safety Executive).
  • Local authorities.
  • On occasion and where necessary, the police and other law enforcement agencies.
  • On occasion and where necessary, auditors.
  • On occasion and where necessary, subsidiary companies of the College (e.g. Harlaxton Manor Enterprises Ltd).
  • Companies or organizations providing specific services to, or on behalf of, the College or University of Evansville.

We will include your basic contact details in our internal online directory.

On occasion, the above types of sharing may involve the transfer of your personal information outside the European Economic Area (e.g. to the University of Evansville). Such transfers are carried out with appropriate safeguards in place to ensure the confidentiality and security of your personal information.

Other than as set out above, we will not normally publish or disclose any personal information about you to other external enquirers or organizations unless you have requested it or consented to it, or unless it is in your vital interests to do so (e.g. in an emergency situation). We do not sell your personal data to third parties under any circumstances.

7. How can I access my personal information?

You have the right to access the personal information that is held about you by the College or University. Further details are set out on the College’s data protection webpages at Data Protection - Subject Access Requests.

You also have the right to ask us to correct any inaccurate personal information we hold about you, to delete personal information, or otherwise restrict our processing, or to object to processing (including the receipt of direct marketing) or to receive an electronic copy of the personal information you provided to us. Please note that all of these rights are qualified in various ways.

8. How long is my information kept?

We will retain your data indefinitely in support of your lifelong relationship with the College or until you request us to do otherwise.

9. Who can I contact?

If you have any questions about how your personal information is used, or wish to exercise any of your rights, please consult the College’s data protection webpages at Data Protection - Introduction. If you need further assistance, please contact the College’s Data Protection Officer (dpo@harlaxton.ac.uk).

10. How do I complain?

If you are not happy with the way your information is being handled, or with the response received from us, you have the right to lodge a complaint with the Information Commissioner’s Office at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

11. Are changes made to this webpage?

This webpage was last updated in June 2018. It is reviewed when necessary and at least annually. Any changes will be published here and you will be notified via this webpage and/or by email.

Return to the Data Protection Introduction