The Data Controller is the University of Durham. Our Registration Number in the Data Protection Public Register is Z5704339.
Durham University’s Development and Alumni Relations Office (DARO) supports a global community of stakeholders (students, alumni, parents, donors, mentors, employers, researchers, policy-makers, and advocates) related to the research, engagement and outreach activities pursued by Durham University and its peer organisations. In order to deliver all of the related products, services and opportunities in a bespoke manner and to ensure each individual and constituency receives relevant information, DARO process personal data of stakeholders. This helps to ensure that you are getting the best contact available from DARO for your purposes. This also helps us, where appropriate, to ask for your support with the things we believe you care about the most.
Types of personal data collected and held by DARO and method of collection
If you are a student/graduate, some of the personal data that DARO holds about you is transferred from your student record to the University’s alumni database, Raiser’s Edge. This personal data will have been collected from you as part of your studies application process or provided by you via updates to your department or college during your time as a student and will include:
- Your name, title, gender preference, nationality and date of birth;
- Your home or parental address, email address and telephone numbers;
- Your former school and/or university;
- Your familial relationships (parents, grandparents and siblings);
- UCAS Number.
Some of the personal data DARO holds about you has been created by us as part of your education record, namely:
- Mode of study (e.g. full-time, part-time, distance learning);
- Academic department and programme of study;
- Start, end and graduation dates;
- Reason for leaving, type and classification of degree;
- The college you attended and your membership of a Junior or Middle Common Room (JCR/MCR)/clubs/societies/sporting teams.
Some of the personal data DARO holds about you is provided by you during your transactions with us (contact details updates, www.dunelm.org.uk website activity, event registration, volunteer activity or making/soliciting a donation), namely:
- Your bank account number, name and sort code (used for processing Direct Debits);
- Gift amount, purpose, date and method of payment including cheque numbers or payment references. At no point do we store payment card details if you donate, or pay for an event, using a payment card;
- Tax status and Gift Aid Declaration information;
- Your spouse/partner’s name and whether they are also a Durham alumna/nus;
- Updates to your contact details;
- Children’s names, gender and year of birth;
- Record of verbal or email conversations/meetings including any personal interests;
- Dietary preferences;
- Web activity whilst visiting www.dunelm.org.uk.
DARO may hold personal data relating to your professional history. This data may have been provided by you, or it may have been obtained from social media (e.g. LinkedIn, Facebook) or publicly available sources (Companies House and other business-related resources, the World-Wide-Web, publications and news articles such as Queen’s Honours List, Times Rich List, and the National Change of Address File and other services that provide email addresses and telephone numbers), namely:
- Your employment status (e.g. part-time, full-time, retired);
- Your current job title and work email address;
- Your previous role(s) and job title;
- Your current and past employers, name, address and telephone number;
- The dates that you have been employed in any particular role;
- Your photograph;
- Your income band.
DARO may hold personal data that has been created by Durham University from other personal data that we already hold (i.e. name, address, postcode, employment data), either through internal or external research/profiling, namely:
- Your estimated asset worth, property value and shareholdings;
- An estimate of income and potential capacity to make a large gift;
- Philanthropic interests and gifts to other charitable organisations;
- Internal classifications and ratings as a major gift prospect;
- A rating of your level of engagement which is created from a mix of your event attendance, donation history and other interactions with the University.
How personal data is stored by DARO
Personal data of alumni, donors and other stakeholders is stored by DARO in a propriety database called Raiser’s Edge. Raiser’s Edge is installed on the University’s servers located in Durham. Access to personal data is restricted to those members of staff who have a requirement to maintain a relationship with you, and is controlled through password protection and user security profiles. All University employees, contractors and volunteers that are given access to personal data receive mandatory Data Protection training and have a contractual responsibility to maintain confidentiality.
How personal data is processed by DARO
Personal data is processed by DARO and the University’s colleges, departments and Durham Student Organisations to:
- Promote events;
- Send news and updates;
- Recruit alumni volunteers and mentors;
- Make fundraising appeals by email, direct mail, telephone and face-to-face meetings and ensure that we only send you communications about events or fundraising appeals that would be of interest to you.
Who DARO shares personal data with
Personal data is shared with third party organisations in a limited number of instances. If you are a member of the alumni community of, or have donated to, either of the independent colleges of St John’s and St Chad’s, which are charities in their own right and are separately registered with the Information Commissioner’s Office, your personal data held by Durham University will be shared with those colleges under a Data Sharing Agreement which requires the colleges to provide assurances of protection of the data. This is the same for students, prospective students/parents, alumni and donors who have interacted with the North American Foundation for the University of Durham (Dunelm USA) who have an independent 501c3 status in the United States.
The University is required to disclose some personal data of graduates to the Higher Education Statistics Agency (HESA) for the purpose of a survey of new graduates.
If you have registered to attend an event organised by volunteer alumni, DARO may share with the volunteer a list of attendee names, year of graduation, department and college so that introductions can be made or seating plans created. This list may be shared over the World Wide Web on the www.dunelm.org.uk website but will be only accessible via login to the website.
DARO may share personal data with third party organisations which carry out contracts on behalf of the University (such as a venue hosting a University event). DARO will only share personal data that is relevant and proportionate. The University’s partners are subject to contractual agreements which help to ensure compliance with Data Protection legislation. This will happen in the following circumstances:
- To send you a copy of our printed alumni magazine or other newsletters;
- To send you direct mail relating to our fundraising appeals;
- To maintain your contact details so that we can keep in touch by letter, email or telephone;
- To assess your ability to support the University with a major gift (£10,000 or more).
When DARO shares personal data as detailed above we ensure that security is maintained, using tools such as encryption.
Personal data is NEVER sold on to third parties.
How long personal data is held by DARO
Durham University and DARO considers its relationship with alumni, donors and other stakeholders to be life-long. This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance DARO will delete the majority of your personal data it holds, but will maintain basic personal data to ensure that we do not inadvertently create a new record in the future.
How to object to DARO processing your personal data
Individuals have the right to object to DARO processing their personal data for any or all of the purposes set out in this Privacy Notice; they may do so at any time. To exercise this right, please email email@example.com giving clear details of the processing activities and/or types of personal data to which your objection applies (see sections above for descriptions).
Access to personal information
You have a right to request copies of the data held about you by Durham University. To do so please submit a Subject Access Request. Should you object to the holding of your data by Durham University, the use of your data for any or all of the above purposes, or should you wish to amend the type of communications you receive or the way in which Durham University contacts you, please contact firstname.lastname@example.org.
Visitors to our websites
When someone visits www.dunelm.org.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be transparent about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
Changes to this privacy notice
We keep our privacy notice under regular review. This privacy notice was last updated on 28 March 2017.
If you have any questions which you feel have not been covered by this Privacy Notice, please do not hesitate to email us or write to:
Senior Data Officer,
Development and Alumni Relations Office,
Durham, DH1 3LE