Privacy Notice (Stakeholders)

Respect for the privacy and security of your data is of great importance to Edge Hill University.

All personal data is held and processed in accordance with the General Data Protection Act (the GDPR).

This notice specifically relates to personal data processed by the Alumni team to engage with stakeholders and departments of the University engaging with stakeholders through the central database. This notice should be read in conjunction with the University’s Data Protection Policy and Privacy Policy, and the Alumni team’s data retention policy.

In brief this privacy notice explains:

The data we hold about you

Why we use your data to provide the best experience possible as a stakeholder

When your data is shared

That we may send you content that is interesting or relevant about the work of the University or how you can help students, but we will stop contacting you if you ask us to.

Your rights regarding the data we hold about you

What data do we collect and for what purpose do we use it?

“All personal data shall be processed lawfully, fairly and in a transparent manner in relation to the data subject.” (Article 5 (1) (a) of the GDPR.)

Edge Hill University delivers teaching, research and associated activities that are relevant to a wide range of individuals in education, the arts, business and sciences.

As a provider of higher education, the University works closely with a number of partners on shared projects within political, social, healthcare, commercial and educational sectors.

For the purposes of this privacy notice, we use the term ‘Stakeholders’ to describe people who are individuals in organisational roles or public life whose aims coincide with those of the University and who will benefit from knowledge of its activities.

These could include, but are not limited to,

  • Arts and cultural organisations
  • Charities
  • Funding bodies relevant to higher education or to activities of the University
  • Further education
  • Higher education
  • Local Government including councillors, officers, Mayors
  • Members of Parliament
  • NHS and other health and social care bodies
  • Partner organisations who have been, are or may become engaged in collaborative activity with the University
  • Professional bodies
  • Providers of placements, work-based learning, student opportunity
  • Religious groups/organisations
  • Schools
  • Suppliers of goods and services to the University

We use the term ‘communications’ to include publications which explain and promote the work of the University, and invitations to events, conferences, meetings and other opportunities to engage with the University.

We collect information you provide, like your name, email address, postal address and telephone number when you sign up to attend an event run by the PR and Alumni team at Edge Hill University, or your contact details are given to us by a member of staff to invite you, on their behalf, to a guest lecture or event that you might find of interest.

In some circumstances we may also search for information about you from third parties and web pages to help us understand how we can tailor event invitations or information about the University to your interests so we don’t waste the University’s money sending mailings to the wrong home, or spending time trying to reach you at the wrong email address.

Edge Hill University delivers teaching, research and associated activities that are relevant to a wide range of individuals in education, the arts, business and sciences. As a provider of higher education the University is part of an overarching set of shared endeavours with the political, social, healthcare, commercial and educational spheres where benefits to society are co-created.

To advance these activities, in accordance with Recital 47 of the EU General Data Protection Regulation, we will from time to time communicate with individuals whose data is publicly available in connection with their role (ex officio), or has been shared directly with the University.

This data may be obtained from websites and other online platforms published by organisations or Government; agencies whose business includes brokering access to individuals who are their clients and business directories.

We only search for information about you have made publically available. You can opt out of receiving information about us at any time, and if you’d rather we didn’t use third party information about you just let us know by contacting alumni@edgehill.ac.uk

The data the alumni and stakeholder team may process could include:

  • Your title, name (including former name), gender and date of birth
  • Your contact information including address, telephone number, email and social media details
  • Your business details including positions, organisation, professional memberships and qualifications
  • Events you have been invited to and whether or not you responded or attended
  • Your donations of time, expertise or money
  • A record of interactions with you
  • Any other information you have provided us with

The majority of information listed above is only available to us if you have chosen to share it with us, for example by attending an event.

If you are also an alumnus of the University, please see the alumni privacy notice here, as we may also contact you for different purposes, for example student mentoring or providing a profile article or case study. If you don’t want us to contact you for this purpose, please email alumni@edgehill.ac.uk.

How we use the data we collect about you

We may use your contact information to send you relevant information about the University, online or hard copies of publications, information about courses and invitations to events or graduation ceremonies.

We will only process your personal data to send you this information if we have carried out a legitimate interest assessment, or in some specific cases gained specific consent from you to do this.

We may also process personal data for the following purposes:

  • To register you to attend an event
  • To process a gift you have given us
  • To process and organise any mentoring, volunteering or speaking activity you have agreed to undertake for us
  • To keep a record of communications between you and us

Under the GDPR, we have to meet one of the conditions set out in Article 6 for processing your data. We use the information we collect only in compliance with this privacy notice.

In some cases, we may be obliged to process your data for statutory and contractual purposes.

Communications to you may be sent by post, telephone or electronic means (usually email), depending on the contact details we hold and the preferences expressed by you about the types of communications you wish to receive. If you provide us with contact details for a particular method of communication we will assume you have given us your consent for us to update your record and communicate with you using this information, unless you have told us otherwise.

Why we process your data

Processing justified by legitimate interests

We process your personal data in connection with our own internal reporting and analysis because we believe it is necessary for our legitimate organisational interest as specified in the GDPR in Article 6.

Edge Hill University delivers teaching, research and associated activities that are relevant to a wide range of individuals in education, the arts, business and sciences. As a provider of higher education the University is part of an overarching set of shared endeavours with the political, social, healthcare, commercial and educational spheres where benefits to society are co-created.

To advance these activities, in accordance with Recital 47 of the EU General Data Protection Regulation, we will from time to time communicate with individuals whose data is publicly available in connection with their role (ex officio), or has been shared directly with the University.

Processing justified by consent

In some cases we can only process your personal data if you have given us specific, clear consent to do this, and only for a particular task, or tasks agreed to by you. We will keep a record of when you have given us consent and for what purpose. Even if you have previously given us consent, you can still opt out of receiving communications at a later date.

We also process data in carrying out a task in the public interest and in the exercise of our official authority. We always handle your personal data securely and minimise its use and your interests are not overridden by using your personal information for these purposes

What happens if you do not provide data

You are not required to provide personal data to us yourself – there is no statutory or contractual requirement for you to provide us with any personal information.

Updating your data

We will update the data we hold on you from time to time. For example, if you provide us with updated details or change your details on websites managed by the University such as Edge Hill Connect or social media sites like Linkedin. You can update your information yourself by contacting alumni@edgehill.ac.uk.

We also use targeted internet searches and may search the following websites to maintain the accuracy of the data held about you:

  • Companies House and other business-related resources for UK companies
  • Company, Government and public service websites
  • The Queen’s Honours Lists
  • LinkedIn
  • Newspaper articles and publications
  • Meltwater news media monitoring

Further processing

When you give us your personal information in connection with attending an event, please note that we may also use this information for internal analysis to determine how successful our events have been or how to better target them in future.

We may also use your information to evaluate the success of schemes you have been involved in such as mentoring and ambassadors and to investigate employability opportunities or identify speaking or profile opportunities, amongst others. You can opt out of this processing at any time by contacting alumni@edgehill.ac.uk

Please see the section on Legitimate Interests for details on this processing.

 Who do we share your information with?

We do not share your information with other parties unless there is a legal or statutory requirement to do so. We will never sell, rent or trade your personal data. We may disclose your data to service providers who render services to us or you on our behalf, for example mailing houses (all of which are contractually obligated to act only on our instructions and in accordance with applicable laws, including GDPR). We may disclose your information if required by law or to enforce our legal rights.

The company that provides the University with the Edge Hill Connect service, Graduway, is based in the UK but its service providers may have servers located outside the European Economic Area (“EEA”), where the laws may not give the same level of protection to personal data as within the UK. Notwithstanding, we confirm that any transfer of personal data of EEA data subjects to outside of the EEA, will be undertaken only using a method specifically permitted under UK and European Union law. Visit the Privacy Policy for Edge Hill Connect here.

Our stakeholder database records are held on a server within the EU/EEA and held on a database called Raiser’s Edge.

How do we keep your information safe?

We will not sell your personal data to third parties under any circumstances and we do not permit third parties to sell on the data we have shared with them.

The data we hold about you is stored in secure, password protected systems, and can only be accessed by trained University staff working on alumni or stakeholder tasks.

As part of our service to you, we facilitate communications between individual alumni, but by doing this we do not release personal contact details without prior permission.

How long do you keep my information?

We will retain your data in support of your relationship with the University, or until you request us to do otherwise. We remove or delete some information when it is replaced with updated information.

Where you exercise your right to erasure, we will continue to maintain a core set of personal data to ensure we do not contact you inadvertently in the future. We may also need to retain some financial records about you for statutory purposes if you have donated money to the University (anti-fraud and accounting matters).

Our current Retention Policy states how long we will keep your data for. Please refer to our data retention policy here for timescales.

Your rights

You have the right to access and be informed what personal data the University holds about you and what it is used for (please refer to the University’s Subject Access Request form). You can correct or update your data at any time by contacting the alumni team directly at alumni@edgehill.ac.uk. You can also restrict processing of your data. We may amend this privacy notice from time to time, any significant changes to this notice or to the way we treat your data will be communicated via the Edge Hill Website or by contacting you directly through the most appropriate means.

You have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns

We will publish any changes we make to this privacy notice on our website and notify you by other communication channels where appropriate.

Contact Details

Should you wish to contact anyone regarding your personal data or if you have any concerns about the use or processing of your data, please contact:

Data Protection Office

Edge Hill University

St Helens Road

Lancashire

Ormskirk

L39 4QP

 

Last updated on Last updated on Was this page helpful? Yes NoThanks for your feedback!Please tell us more: