Data Protection Information for Alumni and Supporters

Privacy Policy

1. INTRODUCTION

The University of East Anglia is a registered data controller and will collect and use information about UEA alumni in accordance with the data protection principles within the Data Protection Act 1998. 

This privacy notice applies only to UEA alumni and supporters of the University. It outlines what you can expect when the University collects and holds your information. 

2. WHAT INFORMATION DO WE HOLD ABOUT YOU? 

If you are a former UEA student, when you complete your studies we will retain certain information about you. This information includes:

  • Your name and contact details 
  • Graduation dates 
  • Course information 
  • Other relevant information from your time at UEA


We will also collect and hold information about any contact we have with you as an alumnus / alumna and/or supporter of UEA. This information is held electronically in a secure database managed by the Alumni Office and consists of details of:

  • Your name and contact details 
  • Contact preferences
  • Your volunteer activities 
  • Event registration
  • Gift information
  • Details of correspondence
  • Any information provided by yourself at the request of UEA
  • Where relevant, selected media coverage
  • When we ask you to provide your personal information we will let you know why we are asking and how we will use your data. 


Where we gather information about you from third parties we will notify you of this processing wherever it is possible and practicable to do so, and inform you of the reasons and manner in which we will use your data.

3. HOW WILL WE USE INFORMATION ABOUT YOU? 

Depending on your relationship with the University, the information we hold about you may be used by the following departments:

3.1 Student Records

For former students only, the Student Records Office will use information about your studies to respond, on your behalf, to verified and limited enquiries from prospective employers or professional bodies.

3.2 Planning Office

For former students only, the Planning Office will use your contact details to seek your participation in the Destinations of Leavers from Higher Education (DLHE) survey.

3.3 Careers, Alumni and Development Offices
For alumni and supporters of the university, we may use your information to conduct data cleansing, wealth screening and industry benchmarking submissions. We may also send you requests to complete relevant surveys, for research and audit purposes by administrative units or schools of study.

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 UEA, such as alumni events, reunions or networks 
  • Updates on University news, e.g. via the University magazine and alumni enewsletter, including, where relevant, communications from your former school of study or faculty 
  • Other relevant communications based upon your relationship with UEA
  • 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
  • Information about opportunities for further study at UEA


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, simply by contacting dataprotection@uea.ac.uk.

4. SHARING AND DISCLOSING YOUR PERSONAL INFORMATION 

For former students only, where statutorily required, we will provide your contact details to government bodies, or an agency acting on behalf of such bodies, to conduct a survey of University graduates.

Otherwise, your data will not be disclosed to any external organisations other than those acting as approved data processors for the University, for example mailing houses for the mailing of alumni publications.

We will not disclose any of your personal data to any third party, other than in the circumstances set out above and in section 3, and/or where you have given us written permission to do so, unless we are required to do so by law.

Occasionally we may request your prior permission to share your data with other alumni and supporters to facilitate personal communications or networking. We will not share your personal data with other alumni or supporters without your explicit permission.  

The personal data that we hold will remain confidential and accessible only by those University staff who have a legitimate need to access your data.

5. HOW LONG WE KEEP YOUR PERSONAL INFORMATION 

For former students, basic data relating to your academic achievements will be retained indefinitely.

We will keep other personal data only as long as is necessary to conclude the purpose(s) for which it was collected and in accordance with the University’s Records Retention Schedules. Data will be securely destroyed when no longer required.

6. UPDATING AND CORRECTING YOUR INFORMATION 

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, e.g. Royal Mail address files, BT phone directories, reviewing job information that you have made publicly available via social media, newspaper articles, company 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.

If you are a former UEA student and you wish to correct any information held by the University about you, contact the Alumni Office in the first instance. If you have any further concerns about the accuracy of your personal data as held by the University contact the University’s Information Policy and Compliance Managers - see section 10 for details.

7. ACCESS TO YOUR INFORMATION 

Alumni and supporters may request a copy of the personal data held about them by UEA. If you wish to make such a request, contact the Information Policy and Compliance Managers (see section 10 for contact details) or download and complete a subject access request application form. A fee of £10 will be charged for all valid requests for personal data.

8. WEBSITE

The UEA website privacy statement explains how data may be gathered about users of the University’s website. The University’s privacy notices do not cover the links within the UEA site which link to other websites. We suggest you read the privacy statements on other websites you visit.

9. CHANGES TO OUR PRIVACY POLICY

We regularly review the University’s privacy notices. This privacy notice was last updated in August 2016.

10. HOW TO CONTACT US

If you require further information about how your personal data will be held and processed by UEA, or if you wish to make a complaint about any data protection matter, contact the University’s Information Policy and Compliance Managers (01603 59 2431 / 3525 or dataprotection@uea.ac.uk).