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Privacy Policy

The Office of Philanthropic Partnerships and Alumni (OPPA) is here to support you, keep you in touch with the University and provide you with services, benefits and opportunities – whether you are an alumnus/a, a supporter, a volunteer, a scholarship holder, a researcher, or any other student or staff member.

It’s important you know as much as possible about your data and how it is used. So this privacy policy is designed to:

  • explain what we do with your data and why we do it
  • help you take control of your data and make informed decisions about how we use it
  • show how your data is safeguarded: – e.g. we never sell your data.

Quick Summary

You should read this policy in full, but here are the key points we hope you will remember:

  • We’re open about what data we keep about you. Your record may contain contact details, education and business details, and a record of your interactions with us. Most of this was provided to us by you, with some additions from third parties or public sources. You can update your details here: Update your details. You can also request a full copy of your personal data.
  • We use your records to provide you with services and keep you in touch with the University. We also use them to offer opportunities, such as events, networking, giving and volunteering opportunities.
  • We want to talk to you about things you’re interested in. We use your records to personalise our communications with you and the services we offer.
  • You’re in control. You can decide how we communicate with you, and whether we personalise our communications, here: Communication Preferences.
  • We never sell your data.
  • We never share your data for marketing or fundraising by third parties. The limited data sharing we do is fair, transparent, safe, and prioritises your interests and our legal duties.
  • We want you to understand what we do, and why we do it. This privacy policy goes into more detail about how we keep and use data and the purposes we use it for. You can also contact alumni@york.ac.uk with any questions.

Introduction

This privacy notice is for supporters, volunteers, alumni and other contacts of the Office of Philanthropic Partnerships and Alumni (OPPA) at the University of York, including Hull-York Medical School (HYMS) alumni. It sets out the ways in which the University gathers, uses, stores and shares data held by OPPA (‘alumni records’). It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

The University has additional records and privacy notices for student and staff data. For more information, please read the Student Privacy Notice and Staff Privacy Notice.

Alumni records includes any personal data kept by OPPA about alumni, donors, volunteers, staff, students and other contacts. Alumni records for HYMS are also included.

Where do we get your alumni records from?

Most of your alumni records were provided to us by you, either directly or when you gave the University information as an applicant or student/staff member. Some additional information may come from third parties or from public sources such as LinkedIn.

What kinds of data are included in your alumni records, and for how long?

Your alumni records contain your contact details and preferences, education and business details, and a record of your interactions with us. We may also have some payment details or information about your interests, if you have given these to us. We delete or archive your data once it is no longer needed.

How do we use your alumni records?

Your alumni records are primarily used to keep you up to date with the University and alumni community and offer you services and opportunities, including to volunteer or give to the University. We also keep data to target our services and for auditing, reporting and monitoring. If you visit campus or a University event, your image may be captured in a photo or video.

What is our legal basis for keeping and using your data?

We keep and use your alumni records because that is necessary for our legitimate interests. Some specific uses of your data have a different legal basis, such as contractual requirements, legal obligations or because you have consented.

How are alumni records stored, transferred and kept secure?

Our alumni community is international, so we operate globally to support the community and offer our services. This means that your records may be stored or transferred outside the UK. All storage and transfers are secure.

How can you manage your alumni records?

Your contact details and communication preferences can be edited in My Account. Contact alumni@york.ac.uk to make any other changes to your alumni records or exercise your rights under data protection law.

How are your alumni records shared?

Parts of your alumni records may be shared with selected organisations the University works with and with current and potential employers. We do not sell your alumni records or share them with other fundraising organisations.

How do we respond to legal requests?

We are also required by law to share your records in some circumstances with government and law enforcement agencies. If you are a Canadian national, additional sharing with the CRA applies.

How will you be notified of changes to this policy?

We may email you from time to time if we significantly change how we use alumni records.

How to contact us with questions

We want you to understand and be happy with how we use your data. Please contact alumni@york.ac.uk if you have any questions or concerns.