Philanthropy and Alumni and Supporter Relations

We transfer some of your data from CSG’s student record system to the alumni database upon graduation. The data transferred are:

• Name
• Address
• Telephone
• Email
• Course
• Start/graduation date
• Birth date
• Marital status
• Student ID number
• Nationality

We will keep a record of interactions with you for future reference and to help tailor further communications with you; as part of this, some emails sent by CSG may record whether the email has been opened and whether any links have been clicked on. The University may then supplement these records with data from public third-party sources such as media articles, company and charity filings or social networking websites. Such information may include:

• Your business details including positions, organisation, professional memberships and qualifications
• Your career highlights and other lifetime achievements
• Your outside interests and membership of groups
• Information about your ability and willingness to donate
• Information from articles in the media about you, your family details, name of your spouse or partner, your relationship with other alumni/donors/supporters and your philanthropic history

CSG does not record 'sensitive' or 'special categories’ of personal data as part of our alumni activities. If, however, you attend an event and have access or dietary requirements you may be asked to disclose the nature of your requirements on the booking form.

The University uses records for alumni relations and fundraising purposes. These include publications (print and electronic), alumni surveys, appeals and the marketing of alumni events and services such as providing transcripts, access to Senate House Library, reduced costs for use of Student Central etc.

Communications may be sent by post, telephone or electronic means.

We may also contact you for marketing, promotional and fundraising purposes. These types of communications include:

Postal and e-communications to update you on developments at CSG and further our relationship

• Invitations to corporate and (where appropriate) donor events
• Graduate destination surveys to support a UK-government backed initiative
• Invitations to develop our relationship that may result in a request for you to consider supporting us in terms of time/philanthropy/supporting employability for current students
• Occasional unsolicited donation requests to seek philanthropic support for fundraising projects

Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations. You can opt out of any or all of our communications at any point by contacting the University alumni office.

We will update the data we hold on you from time to time. For example, if you provide us with new contact details or change your details on websites managed by City or social media sites such as LinkedIn we may update your personal details accordingly. We may also update your record for administrative purposes such as attending an event, recording donations or registering complaints.

If you would like your data to be updated please complete our online form. We may update your contact details by using third party sources/services such as Royal Mail NCOA (National Change of Address).

Access to your data is restricted and staff receive training on data protection. City St George’s, University of London will not sell your data or share your information with third parties for their commercial purposes. The University may share your data with trusted third parties for the purposes of delivering alumni services and will conduct due diligence and ensure that data processing agreements are in place to protect your data.

Your rights as a data subject:

• You may withdraw consent where that is the lawful basis of our processing
• You may rectify inaccuracies in personal data that we hold about you
• You may be ‘forgotten’; that is your details may be removed from our systems
• You may restrict the processing in certain ways
• You may access/obtain a copy of your data in a commonly used electronic form; and
• Object to certain processing of your personal data by us

You have the right to complain to the Information Commissioner's Office about the way in which we process your personal data. The University is committed to fundraising in a transparent, responsible and honest way. We are registered with the Fundraising Regulator and have committed to follow the associated Code of Practice.

The University usually processes alumni information under the lawful basis of our legitimate interests, specifically to support education, teaching and research and to nurture City’s relationship with its global alumni community. These interests are not overridden by the interests and fundamental rights or the freedoms of the data subjects concerned. In some instances, we may process your information under an alternative lawful basis

This may include performing a task in the public interest, vital interests, legal obligation, performance of a contract or your consent.

We do not, in any circumstances, sell data to third parties and will only share data on a considered and controlled basis to third parties that advance our services to alumni.

If you have any concerns regarding the way your personal data is being processed or have a query with regard to this notice, please contact our Information Assurance team at:

Email: dataprotection@citystgeorges.ac.uk.

Telephone: 0207 040 4000.

Our data controller registration number provided by the Information Commissioner's Office is Z8947127.

City, University of London and its Business School apply the policy on copyright and any disclaimers as published. You can see the full copyright statement and read the disclaimers on our website.

City, University of London Copyright and Disclaimer information.

Links to third party websites are used to provide further information. They do not signify any endorsement of such websites and/or their content. City takes no responsibility for any loss or damage suffered as a result of using the linked websites or as a result of using the information published on any of the pages of the linked websites.

We undertake to deal promptly with complaints about the contents of pages on our site. Please send any comments and complaints about City’s website to alumni@city.ac.uk.

You can find detailed information about this on City's website.

City, University of London Freedom of Information.

The Development and Alumni Relations Office of City St George's (Tooting campus) holds personal data collected by the university during the course of our relationship with our alumni, supporters and friends.

Student data held by us, such as name, details and degree information, are copied from central Tooting campus records and used to create a record for all alumni on the Development and Alumni Relations Office database.

We also hold records on non-alumni friends of the university, which includes donors, potential donors and those who have become actively engaged with the university.

A proportion of the information stored will have been obtained directly from you, for example when you register for an event or enquire about our activities; some of the data may also have been obtained from publicly available sources and appended to your record.

We may also use third parties to provide contact information, wealth screening (through which we receive indicators of individual wealth from an approved external supplier) and indicate whether our alumni, friends and potential supporters may be interested in giving. The data we hold on you will also be analysed to indicate which of our services, activities and appeals you may be interested in. All data are held securely and in accordance with the General Data Protection Regulation (GDPR) 2016/679 and the UK Data Protection Act 2018.

The personal data stored and processed by the Development Office may include:

• biographical information
• your gender
• contact details
• information about your time at the university, and other education history
• your professional activities
• membership of groups such as the Friends of Senate House Library and the Society of Advanced Legal Study
• current interests and activities, which may include extracts from related media stories
• family and spouse/partner details
• relationships to other alumni, donors and friends
• donor status, research and fundraiser reports/briefings and wealth assessment information, indicators of your interest in giving, ethical and reputational risk analysis
• records of communications, meetings and marketing activities by the university
• volunteering by you on behalf of the university
• registration and attendance at events
• donation details if you express an interest in or make a donation to the university.

If you make a donation to the Legacy St George’s, University of London, you have the option of deciding whether your name can be used on donor lists or other stewardship materials and you have the ability to opt out of future communications.

We obtain personal information from you when you enquire about our activities, register for an event or service, make a donation to the university or otherwise provide us with personal information.

We may record sensitive data you provide directly to us for a specific purpose, eg about a disability you disclose to us to ensure we have proper facilities in place at our events.

The university uses records for alumni relations and fundraising purposes. These include publications (print and electronic), alumni surveys, appeals and the marketing of alumni events and services such as providing transcripts, access to Senate House Library, reduced costs for use of Student Central etc. Communications may be sent by post, telephone or electronic means.

We may also contact you for marketing, promotional and fundraising purposes. These types of communications include:

• informing you of other products, services or events related to City St George’s, University of London, such as alumni, friends and supporter events, courses, reunions or networks
• updates on university news
• other relevant communications based upon your relationship with City St George’s, University of London
• information on fundraising operations, including occasional requests to consider giving financial support to the university, or to ask you to consider supporting the university in other ways.

Any such electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations. You can opt out of any or all of our communications at any point by emailing the alumni office.

The university is committed to holding your data securely and treating it with sensitivity.

All information is held and transmitted securely. Data is held in accordance with the university’s security policy.

All alumni and City St George’s staff data is processed under the legal basis of legitimate interest. Due to the existing relationship between alumni and City St George’s, processing of data is of clear legitimate interest to both parties. ‘Parents and families’ data is processed under the legal basis of contract, only when clear written permission is given.

Unless you have requested otherwise, data held by the Development and Alumni Relations Office is accessible to the university and its institutes. Data is used and processed for a full range of alumni activities and programmes involving academic and administrative departments, and a full range of communications and marketing activity (by mail, email, text and telephone), including the sending of university publications and the notification of alumni events, fundraising programmes and for the promotion of benefits and services.

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. Your data will not be disclosed to external organisations other than those acting as agents for the university. External organisations such as those who:

• manage our telephone campaign
• provide the tools for our e-newsletter
• host our customer relations database.

Whenever data is transferred to these third-party organisations, it is compressed and encrypted, then sent via secure upload.

The university may facilitate communication between individual alumni, but in doing so does not release personal contact details without prior permission.

Since a relationship between an alumnus and their alma mater is life long, we have no end retention time point. If an alumnus were to die, all processing would cease although the data would be retained to ensure they were not accidently contacted. Under the GDPR Right to Erasure, if requested, all data on a specific alumnus will be deleted.

You are in control of your data. You have a choice about whether you want to receive information about the university, our progress or fundraising activities, and by which methods of communication.

We will not use your personal information for marketing purposes if you have indicated to us that you do not wish to be contacted in this way. You can change your marketing and contact preferences at any time by contacting the Development and Alumni Relations Office at City St George’s, University of London, Cranmer Terrace, London, SW17 0RE, UK or via email. We will work with you individually and personally to ensure we are adhering to your wishes.

If you wish to restrict data processing or sharing including use for marketing or do not want to be contacted by the university in any way, please inform us. You can request that we remove your details from our database by contacting the Development and Alumni Relations Office.

We will publish any changes we make to this data protection statement and, where appropriate, notify you by email.

The university aims to keep your data up to date and welcomes any updates to your details you may wish to send.

We continuously review records of alumni and supporters to ensure your data is as accurate as possible. We may consult alternative sources in order undertake these checks, eg Royal Mail address files, reviewing job information that you have made publicly available via social media, newspaper articles, company filings, corporate websites and other publicly available sources.

Where we appoint an external party to undertake this type of review, any such arrangements will be subject to a formal agreement between the university and that organisation, to protect the security of your data.

You have a right to request copies of the data held about you by the Development and Alumni Relations Office and the wider university.

To do so, please email the alumni office.

Our website may include links to websites run by other organisations. City St George’s, University of London is not responsible for the privacy practices of these other websites so you should read their privacy policies carefully.

By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described above and this privacy statement.

More information can be found in the university’s full data protection policy.

If you have any questions or wish to update your record, please contact the Development and Alumni Relations Office at St George’s, University of London, Cranmer Terrace, London, SW17 0RE or by emailing the alumni team.

If you are unhappy with the way in which your personal data is being processed you may, in the first instance, lodge a complaint with the university Data Protection Officer using the contact details above.

If you continue to have concerns thereafter you have the right to contact the Information Commissioner for a decision. The Information Commissioner can be contacted as below.

• Helpline: 0303 123 1113
• Information Commissioner’s Office website