How and why we process your data for BU purposes

We process your data to facilitate and manage your membership of BU’s Alumni Association, and to tailor your communications preferences.

The data processed for these purposes will include basic contact details and information about your studies at BU, as provided via BU’s Student Records system. This data will be supplemented with information you have given us or which is generated through your contact with us. We use this information to provide you with alumni services. This includes providing replacement certificates, careers advice and references, access to BU facilities, discounts off Master’s degree course fees and discount offers available to alumni.

• Necessary for legitimate interests pursued by BU i.e. maintaining your relationship with BU after you have graduated and providing alumni services.

Information that you provide to us about your communications preferences and areas of interest (such as opportunities for volunteering, attending events or receiving news stories) will be used by us to ensure that we communicate with you in accordance with your stated preferences. Where you have expressed an interest in being involved in a particular area we will pass your contact details to the appropriate department within BU so they can contact you. This includes forwarding details of those interested in:

• becoming International Alumni Ambassadors to Regional Managers within International Marketing and Student Recruitment
• giving “back to school” talks to the UK Student Recruitment and Outreach Team
• offering placements to students to the Careers and Employability Team

You will have confirmed your agreement to receiving such communications and indicated your preferred method(s) of communication and the types of information you wish to receive. We only send these communications with your agreement and in line with your stated preferences. You can change your preferences or stop these contacts at any time by contacting [email protected], tel: 01202 961083.

• Consent: We will only communicate with you about areas you have expressed an interest in with your consent, and we will only send such communications to you by email if you have consented to this

Information you provide to us under the equality monitoring section in our Alumni details update form will be used for statistical analysis and reporting to help us understand the diversity of our alumni community and improve the inclusiveness of our activities. This information includes details relating to your ethnicity, religion or belief, sexual orientation, sexual identity and disability, if you have provided this.

Processing carried out for statistical analysis does not focus on you as an individual or involve taking decisions or actions relating to you specifically as an identifiable individual. The outputs of this activity are reports which refer to anonymised statistical data from which you cannot be identified.  The statistical analysis is carried out by staff in our Alumni Relations team. Reports on this statistical analysis are shared in a range of ways. This includes reporting within our governance structure, to our Board, Committees and Sub-Committees.

• Necessary for legitimate interests pursued by BU i.e. to understand the diversity of our alumni community and improve the inclusiveness of our activities.

• Necessary for research or statistical analysis.

If you have provided us with your explicit consent, we will also use information you have provided to us about your ethnicity, religion or belief, sexual orientation, sexual identity and disability to contact you about specific activities which we believe may be of interest (e.g. communications campaign, events or volunteering tailored to particular groups) to help us improve the inclusiveness of our activities. You can ask us to stop using your information for these purposes at any time by contacting [email protected], tel: 01202 961083.

• Explicit Consent: we only process this information for this purpose with your explicit consent.

Your data will also be processed to carry out an analysis of your levels of engagement with our communications (e.g. to see whether you open emails from us and click through to articles from links in those emails and whether you take action as a result of such communications such as responding to a request for volunteers). This helps us to ensure that we are providing information that is of interest to you. The data will also be used for general analysis to ensure our communications are of interest to our alumni. Where the data is used for general analysis, we will separate the relevant data fields from the information which identifies you as an individual and carry out general statistical analysis on data which does not contain identifiable information. 

• Necessary for legitimate interests pursued by BU i.e. ensuring its communications are of interest to its alumni to ensure their continued engagement with BU.   

If you agree to act as a volunteer, we will keep information about you such as details provided by you about your career, expertise and areas of interest so that we can contact you when suitable opportunities for volunteering arise. If you agree to volunteer for a particular role, we will keep information about the nature of your volunteering and the date(s) when you acted as a volunteer. We will also keep any correspondence with you about volunteering.

• Necessary for the performance of BU’s core public task i.e. the delivery of higher education and research.

• Necessary for legitimate interests pursued by BU i.e. ensuring we can administer the volunteering scheme proficiently and have adequate records of activities undertaken by volunteers.   

We may send you occasional letters if we identify an opportunity we believe you might be interested in such as acting as a mentor or attending a BU event.

• Necessary for legitimate interests pursued by BU i.e. continued engagement with its alumni that may be able to assist BU in the delivery of higher education, supporting current BU students and enhancing their employability.

We will occasionally use mailing houses to oversee hard copy mailings to our alumni. In these instances we will only share data using secure file transfer platforms. Before constructing any major hard copy mailings we will also use the services of a data cleansing house. This is to avoid mailing those registered with the Mailing Preference Service, to remove names of those who have passed away and to reduce the amount of mail returned as a result of changes of addresses. Where an individual is found to have moved away, we will not use data cleansing houses to supply new address records and will, instead, mark the record as “no valid address” on RE.

• Necessary for legitimate interests pursued by BU i.e. to ensure that we do not send hard copy mailings to individuals on our database where this would be inappropriate or it appears we do not hold up-to-date address details.

If you have shared your employment details publically via LinkedIn, we may collate and record this information on our RE system in order to run internal reports and analysis of our graduates’ employment destinations.  These reports will be shared with relevant academic staff within BU Faculties to help them build a picture of graduate destinations for their courses and help shape the development of such courses.

• Necessary for legitimate interests pursued by BU i.e. the creation of reports for internal stakeholders identifying graduate employment destinations to help build a profile of graduate destinations from specific courses and shape the development of such courses for the benefit of future students.  

Information about your name, gender, last known residential address, student number, email address, date of birth, course studied, qualification and year of graduation will be kept indefinitely so that we can provide evidence of your awards and references when required to do so.

We process the data of alumni and students who participate in alumni mentoring schemes, in order to match mentor to mentee and to monitor the scheme.

If you, as an alumni, confirm that you would like to participate in our mentoring scheme for BU students we will process information that you have provided to us including your name, email address, telephone number, job title, nationality, career history and areas of expertise/interest so that we can match you with an appropriate student mentee.

If you, as a student, confirm you would like to participate in our mentoring scheme for BU students, we will process information you have provided to us including your name, email address, telephone number, nationality, details of your career plans, areas of interest in relation to the mentoring scheme and relevant disabilities so that we can match you with an appropriate alumni mentor.  You will be asked to sign an agreement covering how we will use this information, which will be stored on RE.

• Necessary for performance of BU’s core public task i.e. the delivery of higher education and research.

• Necessary for the performance of the mentoring agreement between a student and BU.

Where the information you provide to us includes information about health conditions or disabilities that you may have, you will be providing us with special category data which requires additional protection. We will only process this information where you have volunteered it to us and for the purposes of matching a student mentee with an appropriate mentor and to facilitate the provision of the mentoring services.

• Consent: you have agreed to this processing.

Details of your participation in a mentoring scheme will be kept in order to administer the scheme and deal with any queries or concerns the alumni mentor or the student mentee may have in connection with their involvement in the scheme.

• Necessary for legitimate interests pursued by BU, i.e. to ensure the smooth administration of the mentoring scheme and the ability to deal with any queries or concerns from students and alumni participating in such schemes.

Details of mentoring schemes, including the information provided when you agreed to participate in the scheme and any feedback provided on completion of a mentoring programme between an alumni mentor and a student mentee, will be kept for future analysis. 

• Necessary for legitimate interests pursued by BU, i.e. to help us measure the uptake of such schemes and to ensure the mentoring schemes are providing a useful service for BU students.

We process your data in order to administer your donations in accordance with charity and accounting law. We also process your data to ensure we meet your communications preferences (for instance by sending you periodic reports on your funded projects or invitations to relevant events).         

Processing of your data will include basic address and contact details, details of the donation, any Gift Aid statement and correspondence relating to the donation and its purpose. It will also include a record of the due diligence we have undertaken in connection with a donation.

• Necessary for compliance with a legal obligation on BU: BU is required to comply with charity, anti-bribery, anti-money laundering and taxation legislation when considering whether to accept and when accepting donations.  

Information that you provide to us about your communications preferences will be used by us to ensure that we communicate with you in accordance with your stated interests (e.g. to provide you with progress reports in connection with your funded projects or to inform you of events that we think may be of interest to you) and your requested method(s) of communication. We only send these communications with your agreement and in line with your stated preferences. You can change your preferences or stop these contacts at any time by contacting [email protected], tel: 01202 961083.

• Consent: we will only communicate with you about areas you have expressed an interest in with your consent, and we will only send such communications to you by email if you have consented to this.

Your data will also be processed to carry out general analysis of levels of engagement with our communications about fundraising activities, donations made and the success of fundraising projects but this analysis will not be used as a basis for individual communications with you.

• Necessary for legitimate interests pursued by BU, i.e. to analyse the success of fundraising activities to help inform future fundraising projects to support BU students, teaching, research and capital projects.

• Necessary for performance of BU’s core public task i.e. the delivery of higher education and research.

We process your data in order to administer the grants managed by the department, to ensure that grant criteria are met and to monitor applications.

The data processed in connection with a grant application and, if successful, a grant award will include your contact details, including name, email and residential address, course studied, associated project reports and records, internship details including the company you worked for. BU will enter into an agreement with you if you are awarded a grant. BU will also have an agreement with the grant funder (e.g. Santander Universities) and information about you, as a grant recipient, the administration of grant funds and the project supported by the grant funds will be disclosed to the funder. We will also use the data to deal with any issues raised by you or the grant funder in connection with an application for, the award of or use of a grant and any informal disputes relating to grants.

• Necessary for the performance of a contract between you and BU in relation to the grant award.

• Necessary for performance of BU’s core public task i.e. the delivery of higher education and research.

• Necessary for legitimate interests pursued by BU and the grant funder so that BU can distribute grants to BU students to assist with the development of their employability skills and the grant funder can monitor the use of the grant funding it provides to BU to ensure compliance with the contract between BU and the grant funder and the success of funded projects.

• Necessary for compliance with a legal obligation on BU: BU is required to comply with charity and taxation legislation when processing financial records relating to the grant.

We will use data collected from you and the grant funder in relation to grant applications and awards for analysis.

• Necessary for legitimate interests pursued by BU, i.e. to analyse the success of grant awards to help inform future grant rounds to ensure that grants are appropriate for the needs of BU students to enable them to progress their education, develop their employability skills and/or develop their research.

We process your data in order to facilitate major donor fundraising through your introductions and advice.

We record details of our meetings with you and the information you choose to give about your contacts and interests.

• Consent: we will only communicate with you about potential donors with your consent, and we will only send such communications to you by email if you have consented to this.

We record details of how you would like to be involved with BU e.g. delivering guest lectures, receiving invitations to guest lectures and your stated preferences for our method of communication with you.

• Consent: we will only communicate with you about opportunities to be involved with BU with your consent, and we will only send such communications to you by email if you have consented to this.

We will process any special category data you choose to tell us (for instance, political allegiance, disability or religious views) to the extent that it is relevant to the fundraising being contemplated.

• Consent: you have agreed to this processing.

We keep data about communications (such as letters or phone calls) with your contacts that you provide to us.

• Necessary for legitimate interests pursued by BU i.e. so that we can understand relationships with our supporters. It also provides an audit trail for the introductions you have provided to ensure we comply with our Code of Ethical Fundraising & Donors’ Charter for Bournemouth University.

We process your data once BU’s Board has indicated they wish to make an Honorary Award to you. This data will be processed whether you decline or accept the award and will include information about your communications preferences.

We process information about you including name, postal address, phone number, email address (if provided), your nomination (including information about why you have been nominated and an overview of your career, family life and any voluntary positions/charitable involvements you may have to the extent that such information is available from public sources), whether you accept or decline the award and, if applicable, arrangements for your graduation so that we can administer BU’s Honorary Awards. If you decline an Honorary Award, we will only retain your name and confirmation that you have declined the award so that we do not contact you again in the future.

• Necessary for legitimate interests pursued by BU i.e. to inspire BU students, recognise the contribution of individuals and to celebrate their success.

If you accept an Honorary Award we record details of how you’d like to be involved with BU and your communications preferences to ensure you receive the information you want from BU. This may include (for instance) your stated interest in giving guest lectures, event invitations or the amount of contact you’d like with us each year. You can change your communications preferences or stop these contacts at any time by contacting [email protected], tel: 01202 961083.  

• Consent: we will only communicate with you about your continued involvement with BU with your consent, and we will only send such communications to you by email if you have consented to this.

We may also process special category data such as health, political or religious views if you choose to tell us this information and give your explicit permission to our processing this information.

• Consent: you have agreed to this processing.

We process the data of funders that are  organisations in order to administer the grants and donations we receive. This may include information provided about a named main contact at the organisation and about the trustees of such organisations if they have an individual or personal relationship with BU.

We process data including the key contact details of individuals at the organisation, the funding criteria and correspondence records with individuals at the organisation in relation to funding applied for and received by BU. The data will also include financial records if the organisation has made a donation or pledge.

• Necessary for performance of BU’s core public task i.e. the delivery of higher education and research.

• Necessary for legitimate interests pursued by BU i.e. to enable BU to carry out fundraising for the benefit of its students, teaching, research and capital projects.

• Necessary for the performance of a contract i.e.  the receipt and disbursement of grants, and compliance with project criteria in order to release a pledge.

• Necessary for compliance with a legal obligation on BU: BU is required to comply with charity and taxation legislation when processing financial records relating to the grant.

We process data on individuals that we hope may support BU and its students. The information is obtained from publically available sources or via conversations with our Champions. We do not contact prospective individual major donors directly – we only seek introductions from our Champions.

We process basic contact details and interests where they are publically stated, for instance if you have given an interview to the media stating which charities you support. We may pass your name and your address to a third party company who will aggregate all the publically available information on you (for instance, from The Times Rich List), to help guide us towards individuals that may be able to make a significant contribution to BU. This helps us to make best use of our limited resources and only seek introductions from our Champions to appropriate individuals.  We mostly research prospective donors based on the projects we are fundraising for, for instance marine archaeology or healthcare research. All information is held securely and the research we gather is only shared to a limited extent outside of the Fundraising and Alumni Relations department (e.g. we may use information collected to prepare a short biography of you for reference by senior BU staff members). We do not pass the information to any other charities.  We will delete the data if we have not made contact with you, via a Champion, within 18 months of completing our research.

• Legitimate interests pursued by BU i.e. to enable BU to identify major donors that may be able to provide support to BU for the benefit of BU students, teaching, research and capital projects.

Once we have been introduced to you by a Champion, any further contact with you will only be with your consent  and you will  be able to tell us how often you’d like to hear from us,  in relation to which projects and the method of communication. You can change your communications preferences or stop these contacts at any time by contacting [email protected], tel: 01202 961083.

• Consent: you have agreed to this processing.

If you tell us you do not want any further contact with us we will retain your name and date of birth so that we know not to contact you again for fundraising purposes. If you have made any donations prior to telling us you do not want any further contact, we retain information relating to your donation in order to comply with our legal obligations in relation to the receipt of donations. For internal use we will also keep a record of correspondence, invitations to events, and key relationships.  

• Legitimate interests pursued by BU i.e. to ensure we comply with your request not to contact you for fundraising purposes.

• Necessary for compliance with a legal obligation on BU: BU is required to comply with charity, anti-bribery, anti-money laundering and taxation legislation when processing financial records relating to donations.