Alumni, Supporters and Friends privacy notice

NTU is a Controller, which means we are responsible for deciding how we hold and use personal information about you.

The University aims to establish and develop lifelong relationships with our Alumni, supporters and friends. We are here to help you stay in touch with each other and to provide you with news, Alumni community information, events and networking opportunities, volunteering opportunities, information about giving, research and career advice and opportunities.

Please read this Privacy Notice carefully and contact the Alumni team or our Data Protection Officer if you have any questions about our privacy practices or your personal information choices, as follows:

Nottingham Trent University
Address: 50 Shakespeare Street, Nottingham, NG1 4FQ
Email: DPO@ntu.ac.uk

We may need to update this Privacy Notice from time to time. If changes made to this Privacy Notice are considered to be material, we will notify you of the changes.

We collect personal information in three ways:

1. Directly from you during your ongoing relationship with the University, which includes personal information held on your student record and which is shared to the Development and Alumni Relations database when you graduate;
2. From publicly available sources; and
3. From third parties providing us with services or acting on our behalf.

Personal Information may be created or collected from the following range of sources:

• We and our staff generate about you, such as event attendance, meetings, groups and information in connection with your attendance and involvement with NTU;
• Transferred from your student record if you are a current or previous student at NTU or one of its predecessor institutions;
• Through our “Digital Services”, which for the purposes of this Privacy Notice, we mean the NTU websites at www.ntu.ac.uk, and www.ntualumni.org.uk, and any other NTU-authorised internet services, websites, products, social media, mobile phone apps and/or software applications that enable you to use, access, view, listen to and/or download NTU content or to interact with us online (or through any other digital means) on any device. We collect information that you provide to us by filling out forms on the website or by corresponding with us through the Digital Services. It includes information that you provide when you participate in discussion boards or other social media functions within the Digital Services, enter a competition, promotion or survey, and when you report a problem with the Digital Services;
• Through sources such as social media (eg LinkedIn, Instagram, Twitter), facilities available publicly or through subscription such as Companies House, Burke’s Peerage, Who’s Who, National Change of Address files or the Land Registry, internet sources such as Google or Zoopla, or publications and articles in the public domain, such as the Queen’s Birthday Honours List and the Times Rich List. We may use this information to assess your level of engagement, your likelihood and capacity to volunteer or to make donations;
• Email or telephone correspondence you have with NTU; and
• Our servers, logs, and other technologies automatically collect certain information to help us administer, protect, and improve our Services; analyse usage; and improve users’ experience.

We receive and store certain types of information whenever you interact with us. This includes the use of "cookies" when you access our website. Please refer to our cookies policy for further information regarding our use of cookies. We may also automatically record visits to our website for the purposes of improving our services. These recordings may record mouse clicks, mouse movements, page scrolling and any text keyed into website forms. Information collected by cookies or session recordings is stored and is used for aggregated and statistical reporting.

NTU uses CCTV around campus, and will collect and store information. For full details of our CCTV use which will apply if you access NTU’s campus (for example, to attend Alumni events or other activities), please refer to our CCTV Policy.

Beyond individual departments and functions of NTU directly (which will include both academic and support services; eg our Employability team), we may, from time to time, share your personal information with NTU associated entities or third parties working on our behalf.  Where we share personal information, we do so in accordance with data privacy and security requirements. We may also occasionally share non-personal, anonymised or pseudonymised, and statistical data with third parties.

NTU is required to collect and process certain information about you for external agencies. These bodies include, but are not limited to: The Higher Education Statistics Agency (HESA) grant awarding bodies, Office for Students (OfS), relevant professional standards and registration bodies, government agencies, police and the emergency services for legitimate purposes. NTU may also be asked by the Office for Students (OFS) to provide student data collected by us to other bodies acting on their behalf such as the Graduate Outcomes Survey.

NTU may share your personal information with our trusted partners and selected third parties to help us perform functions such as statistical analysis, sending you e-mails, postal mail, and text messages or anonymously as part of a research paper and for our marketing purposes. All such third parties are prohibited from using your personal information except to provide these services to NTU, and they are required to maintain the confidentiality of your information. NTU ensures such third parties handle your information in accordance with the GDPR.

Below are the parties with whom we may share personal information and why:

• We will facilitate communication between Alumni members, but we will not release any personal information to other members without your prior consent (or we are required by law to do so).
• With NTU associated entities, including Nottingham Trent Students’ Union and Confetti Constellations Ltd:  personal information will be made available to them if necessary for the provision of Services, account administration, marketing, student and technical support, for instance.
• Our business partners: We occasionally partner with other organisations to deliver co-branded services, provide content, or to host events, conferences, and seminars. As part of these arrangements, we and our partners may collect and share information about you. NTU will handle personal information in accordance with this Privacy Notice, and we encourage you to review the privacy notices of our partners to learn more about how they collect, use, and share personal information.
• Our selected third-party service providers: We partner with and are supported by service providers both in the UK and around the world. In some cases, these third parties may assist us in fundraising and other related services by providing data about individuals and their capacity and propensity to donate. Personal information will be made available to these parties only when necessary to fulfil the services they provide to us, such as registering for events, direct marketing services; advertising; data analytics and delivery; market research and university rankings (e.g. Financial Times). Our third-party service providers are not permitted to share or use personal information we make available to them for any other purpose than to provide services to us.
• We may be required to use and retain personal information for legal and compliance reasons, such as the prevention, detection, or investigation of a crime; loss prevention; or fraud.
• We may also use personal information to meet our internal and external audit or governmental requirements, information security purposes, and as we otherwise believe to be necessary or appropriate:
  (a)  Under applicable law, which may include laws outside your country of residence;
  (b)  To respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include such authorities outside your country of residence;
  (c)  To enforce our Terms and Conditions; and
  (d)  To protect our rights, privacy, safety, or property, or those of other persons.

We have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees, agents, contractors and other third parties who have a business requirement to know.

The Development and Alumni Relations team and NTU take data security seriously, and we use appropriate technologies and procedures to protect personal information.

For example:

• Policies and procedures – measures are in place to protect against accidental loss and unauthorised access, use, destruction, or disclosure of data.
• Business Continuity and Disaster Recovery strategies that are designed to safeguard the continuity of our service to our clients and to protect our people and assets.
• Appropriate restrictions on access to personal information.
• Monitoring and physical measures, to store and transfer data securely.
• Data Privacy Impact Assessments (DPIA) in accordance with legal requirements and our business policies.
• Periodic training on privacy, information security, and other related subjects for employees and contractors.
• Vendor risk management.
• Contracts and security reviews on third-party vendors and providers of services.

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes.

Your rights

We respect your right to access and control your information, and we will respond to requests for information and, where applicable, will correct, amend, or delete your personal information.

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.

Request correction of personal information that we hold about you. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.

Request erasure of your personal information in limited circumstances. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

Object to processing of your personal information where we are processing your personal information on the basis of our legitimate interest (or that of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

Request the restriction or suspension of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.

Object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.

Object to any automated decision-making about you, which produces legal effects or otherwise significantly affects you.

Request the transfer of your personal information to another party.