Privacy policy

Engagement

• to promote and manage University services and benefits that may be interest to you
• to manage event invitations and participation
• to facilitate connections between Alumni
• to promote and manage volunteer programmes
• to communicate news from the University and the wider University and alumni community.

Fundraising

• to solicit support for University students and programmes
• to share with donors information on the impact of their gift
• to carry out research to assess your interest and willingness to makes gifts to the university and to avoid making inappropriate requests for support.

In order to continue to engage with alumni and supporters we may hold a wide range of personal data. While this will differ from individual to individual, the types of data include:

• biographical details including name, date of birth, gender and students ID(s)
• contact details including address, telephone, email and social media
• educational details including subject, degree, grade and dates of study
• career details including employer, job titles and dates of service
• awards, honours received and media articles
• participation whilst a student at the University within societies, sports teams and interest groups
• participation whilst an alumni at the University within alumni programmes including volunteering
• event participation
• membership of University committees, boards, councils and other groups
• gifts made to the University and Gift Aid status for UK taxpayers
• pledges of potential future gifts to the University including information in relation to a legacy in your will
• details about your family as well as connections you may have with other alumni, supporters or staff members
• information about your interest and capacity to make donations to the University including assessments of wealth and willingness to support University campaigns
• communications to and from you
• website activity including the use of cookies
• Collection of personal data
• For alumni of the University your personal data is transferred from the student record system to the alumni and supporters database.

For alumni of the University your personal data is transferred from the student record system to the alumni and supporters database.

For supporters and alumni, your personal data is gathered when you engage with us. This may be through event registrations, donations, participation in our programmes, updating your details or contact directly with university staff members.

We continuously review records of our alumni and supporters to ensure your data is as accurate as possible. To do so we may obtain information from publicly available sources such as the Royal Mail National Change of Address database, the internet, social network posts and public registers including Companies House and the Charity Commission.

Your personal information is held securely by the University and will be processed in accordance with UK Data Protection law. However, the University may use external suppliers to conduct work or deliver services on our behalf which may mean sharing personal information with them. Where this is the case we will always have agreements in place to ensure these external suppliers use personal data only for the purposes contracted, hold the data securely and keep the data only for as long as necessary. Also, should it be necessary for the data to be held outside the UK and the European Union the University will ensure the appropriate safeguards are in place.

Below are listed those external suppliers who may hold personal data on behalf of the University.

• Blackbaud Europe Ltd Blackbaud Privacy Policy.
• Aluminati Network Group Ltd Aluminati Network Group Ltd Privacy Policy.
• Charities Aid Foundation.Charities Aid Foundation (CAF) Privacy Notice.
• Google Google Inc. Privacy Policy.
• Dotdigital Dotdigital Privacy Policy
• Prospecting for Gold Ltd Privacy Policy

We are required by Higher Education Statistics Agency (HESA) to share with HESA accurate contact details of alumni as part of the Graduate Outcome Survey which takes place around 15 months after a student graduates.

Under data protection law you have the following rights concerning your personal data:

• you have the right to be informed
• you have the right of access to your data
• you have the right to correct data if it is wrong
• you have the right to ask for your data to be deleted
• you have the right to restrict use of the data we hold
• you have the right to data portability
• you have the right to object to the University using your data
• you have rights in relation to using your data automated decision making and profiling.

Your rights will depend on the legal ground used to process your data.

Oxford Brookes will keep your data for as long as is necessary, or in line with the University procedures. There is a retention schedule.

You can update your information, including contact details and communication preferences, at any time by going to your online profile or by emailing us at alumni@brookes.ac.uk.

We keep our privacy notice under review and will place any updates on this webpage. This notice was last updated on 19 June 2024.

You can contact:

• the Information Security Management Team via info.sec@brookes.ac.uk if you have a concern about Data Protection matters or if you want to exercise your rights under Data Protection or Freedom of Information law
• Oxford Brookes‘ Data Protection Officer via BrookesDPO@brookes.ac.uk who ensures that Data Protection provisions are applied lawfully in Oxford Brookes if you are concerned about the use of your data
• the information Commissioner via the website for the Information Commissioner's Office who is the national regulator for Data Protection or Freedom of Information matters.