Napier University Edinburgh

 

Fair Processing Notice – Development and External Relations

Edinburgh Napier University is providing you with this information so you know what data we hold for you and why, and how we keep your data protected in compliance with the General Data Protection Regulation (GDPR).

 

Who is collecting the information?

Edinburgh Napier University as the “Data Controller”.

 

Who are we sharing your Personal Data with?

Your data may be shared with the following groups in order to communicate with you about news and activities that we think you might find of interest:

  • Our academic and administrative departments
  • Recognised Edinburgh Napier University alumni clubs and associations (including those overseas)
  • External agents contracted by the University such as mailing houses and software providers


We will not disclose your data without your consent to third parties, except where they are acting as authorised agents for the University for the above purposes or where we are permitted or required to do so by GDPR.

 

Why are we collecting it/what we are doing with it (purposes)?

We will use the details you have given us to contact you by post, email or telephone about the full range of alumni activities and other relevant University activities or services, including:

  • the sending of alumni publications
  • the promotion of benefits and services available to alumni
  • notification of and distribution of information about, events and reunions*
  • Facilitating the establishment of networking groups
  • University fundraising and other supporter engagement programmes
  • Requests to complete relevant surveys
  • Careers path information
  • Volunteering opportunities

 

What is the legal basis for processing?

Depending on the activity your data is used for, we have a legitimate interest, a legal obligation, or your consent to process your data.

GDPR Regulation state: 

"6(1)(f ) – Necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by the interests, rights or freedoms of the data subject."

We will hold data relating to any courses you undertook as a student, including your name, course details, and dates of attendance under 6(1)(f) of the GDPR for the purpose of monitoring our academic services. We also process data relating to your interests, location, and communication preferences in order to provide you with an excellent alumni or supporter experience.

 "6(1)(c) – Processing is necessary for compliance with a legal obligation"

If you make or have made a charitable donation to the Edinburgh Napier University Development Trust, we will process your name, address, and donation information under 6(1)(c) of the GDPR for the purpose of administering your donation and claiming Gift Aid on your behalf.

 "6(1)(a) – Consent of the data subject"

We will only email you about our events and services, or call TPS registered numbers, if we have your express consent to do so. We may send you post, unless you have asked us not to.

 To help us contact you in the best way possible, please make sure your preferences are up to date

 

How are we collecting this information?

With your consent, data you provided while a student is transferred from the student records system to the alumni database. We will also ask you from time to time to update your contact details, communication preferences, and interests. We also take note of your interests from Edinburgh Napier University social media pages.

 

What information are we collecting?

We collect your contact details, biographical information, information on your interests that relate to events and services offered by Edinburgh Napier University, and information related to your charitable donations to Edinburgh Napier University Development Trust.

 

Who can see your information?

Your information can only be accessed by Edinburgh Napier University Development and External Relations staff. Third parties mentioned above may have access to limited information about you for specific data processing activities (such as your address for sending the Alumni Magazine).

 

How long is your information kept?

We will keep your information only for as long as we need it to provide you with the goods, services, or information you have required, to administer your relationship with us, to comply with the law, or to ensure we do not communicate with you after you have asked us not to. When we no longer need information we will always dispose of it securely.

 

How secure is your information?

All Edinburgh Napier University staff who have access to your information have received thorough data protection training. We only use third party systems to store and process your data for which we have completed a risk assessment exercise to ensure your data is secure.

 

Further information about the software we use to process your data:

 

Databases

The University’s alumni and donor database, Raiser’s Edge is hosted in The Netherlands by Blackbaud Inc, a global non-profit software provider, operating under a Safe Harbour agreement and a formal agreement with the University. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place and Blackbaud’s compliance with its agreements and privacy notice are monitored.

Your details may be transferred to third party providers and held there for example during telephone campaigns, or when we contact you by email. We only use third party systems to store and process your data for which we have completed a risk assessment exercise to ensure your data is secure.

 

Event Registration

Please note that by registering for an event via a service such as Eventbrite (which will host your data out with the EEA) or Bookitbee (which will host your data in the EEA) you will be supplying your personal data to the company/website and as such you are accepting and consenting to the practices in their Privacy Policies.

Edinburgh Napier University is not affiliated with Eventbrite or Bookitbee in any way and is using their services solely for the purposes of facilitating event ticketing and registration and does not accept any responsibility or liability for personal data which you have chosen to provide to such third party sites.

 

Online Giving

When donating online you will be directed to Edinburgh Napier University’s dedicated secure payment site hosted externally by Blackbaud Inc for credit or debit card donations or Rapidata Services for direct debits. The personal information you provide and the amount of your donation will be reported to the University’s External Relations and Development department and held securely. We will use this information to administer your donation, compile anonymous statistics, and respond to Freedom of Information requests.

 

Who keeps your information updated?

You have the right to update your own information at any time by logging into the alumni portal at alumni.ac.uk, emailing alumni@napier.ac.uk, or writing to Development and External Relations, Edinburgh Napier University, Sighthill Campus, Sighthill Court, Edinburgh, EH11 4BN.

Development and External Relations staff also update your data.

 

Will your information be used for any automated decision making?

No.

 

Is any other information available?

You can find out who to contact if you have any further queries about Data Protection and about your rights using the following link: http://www.napier.ac.uk/privacy-policy