Alumni Data Privacy Notice top header background image

Alumni Data Privacy Notice

This Notice explains how Leeds Arts University will collect and use your personal data. This policy outlines what categories of information we retain and how we use it. Leeds Arts University is committed to looking after any information that is made available to us when you provide us with personal information in accordance with Data Protection Legislation, including the UK GDPR as amended, the EU GDPR and the Data Protection Act.

Throughout this Notice, “University” "we", "our" and "us" refers to Leeds Arts University and "you" and “your” refers to former students of the University.

Where do we get your personal data from?

We obtain your personal data from the following sources:

  • Your student record, following graduation

  • When you sign up to receive alumni updates via the form on our website

  • When you sign up to attend an alumni event

  • If you complete an Alumni Fund Bursary donation form, or make any other donation to the University

What personal data do we hold?

The personal information that we collect and process about you will include data such as:

  • Biographical information consisting of your name, title, birth date, age and gender

  • Your contact details including address, email address and phone number

  • Your course and dates of study at the University and your academic record

  • Records of communications sent to you by the University or received from you

  • Attendance at alumni or other University events, such as Creative Networks or alumni reunions

  • Any other information you choose to share with us, such as your current employer or job role, website address

Will we send your data to third party organisations?

We do not sell or otherwise transfer personal data to any third parties unless you have consented to this or this is permitted or required by law. This includes the legal requirement to send student data to governmental bodies such as and His Majesty's Revenue and Customs (HMRC) if you choose to gift aid donations to the University, or to Jisc to conduct a survey of graduate destinations (the Graduate Outcomes Survey). Please see Jisc's collection notice for their statement on how they use your personal information.

How will we communicate with you?

We will send out a quarterly alumni newsletter to all alumni who have consented to receive communications from us. This will include the latest news from the University, invitations to events, our fundraising activity and links to external opportunities, such as awards and competitions.

Occasionally, we will also put together email communications about an event or opportunity we think will be of interest to specific alumni.

We will email you with information regarding any other topics you have opted-in to receive, for example our Young Creatives programme or invitations to graduate shows.

You can opt-out at any point in time via the ‘Contact Preferences’ link at the bottom of emails or via emailing

We may contact you up to 15 months after your graduation in relation to the Graduate Outcomes survey which is conducted by Jisc. This processing forms part of our legal obligation, and is separate to the consent-based communications listed above.

Your rights as a data subject

Data Protection Legislation gives you a number of rights to protect your personal data and its use. You have the right to:

  • Withdraw consent where that is the legal basis of our processing

  • Access your personal data that we process

  • Rectify inaccuracies in personal data that we hold about you

  • Be forgotten. This means that in certain circumstances you can request that your details be removed from systems that we use to process your personal data

  • Restrict the processing of your personal data in certain circumstances

  • Obtain a copy of your data in a commonly used electronic form

  • Object to certain processing of your personal data by us

If you would like to express any of these rights you can contact us at

Please see for further information on the above rights.

How can I complain?

You can contact the Data Protection Officer for any complaints at

You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted via their website, or at:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Legal basis for processing your data under Data Protection Legislation

We will only keep your information for as long as is necessary for us to fulfil the purposes we collected it for, including satisfying any legal, accounting or reporting requirements. Sometimes we may anonymise personal information so that you are no longer identifiable by the data. In these cases, we may use this information without further notice to you.

We only process your personal data where we have established a legal basis for processing. There are 6 bases for processing that are laid out in data protection legislation. Of these 6, the following 3 are used to support our processing of your personal information:


This basis for processing is used if you provide us with consent to hold your data and process it for a particular reason. For example, this could be to communicate with you via a specific method, such as if you opt-in to receive our alumni newsletter.

Legal Obligation

This is when processing is necessary to comply with a legal obligation, such as providing information to HMRC if you make a gift aid donation to us. e.g. Jisc.

Legitimate Interest

This is when processing is necessary for the purposes of the legitimate interest of the University or a third party. For example, we have a legitimate interest in holding basic alumni data so we know who studied with us and what they studied.

We see being part of the University alumni community as a lifelong relationship and as such the University will look to retain alumni personal data until the individual asks us to remove it from our records.

If you decide that you no longer wish to receive communications from the University please be aware that we still need to retain a minimal amount of personal data, including your name and details of your study. This will enable us to ensure we do not contact you inadvertently in future, and allow us to maintain your academic record for archive purposes. We may also need to retain some financial records about you for statutory purposes (e.g. if you have chosen to Gift Aid a donation to the University).

Changes to this Information

We may update this information and we will notify you when we do this where necessary. This document was last updated on 05 June 2023.

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