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 the General Data Protection Regulations (GDPR).

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:

  • When you graduate from the University we will transfer your data from the University’s student database
  • 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 vast majority of the personal information we hold about you will be obtained from your University student record.

This 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
  • 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 by law. This includes the legal requirement to send student data to governmental bodies such as the Higher Education Statistics Agency (HESA) to conduct a survey of graduate destinations (the Graduate Outcomes Survey) and Her Majesty's Revenue and Customs (HMRC) if you choose to gift aid donations to the University.

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 alumni@leeds-art.ac.uk.

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

Your rights as a data subject
The GDPR 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, that is your details to be removed from systems that we use to process your personal data
  • Restrict the processing in certain ways
  • Obtain a copy of your data in a commonly used electronic form
  • Object to certain processing of your personal data by us

Please see ico.org.uk for further information on the above rights. You may also contact the Data Protection Officer for further information. You have a right to complain to the Information Commissioner’s Office.

Legal basis for processing your data under GDPR & retention periods

There are several reasons we legally hold and process your data as an alumni of the University:

  • Consent
    If you provide us with consent to communicate with you via a specific method e.g. you opt-in to receive our alumni newsletter.
  • Legal Obligation
    Necessary to comply with a legal obligation – the University does have legal obligations to provide your personal data to others e.g. Higher Education Statistics Agency (HESA).
  • Legitimate Interest
    Universities are allowed to hold and process some data if there is legitimate interest in doing so to fulfil their role, providing this interest is balanced against an individual’s. If the individual would not reasonably expect the processing, or if it would cause unjustified harm, their interests are likely to override the University’s legitimate interests. 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).

As GDPR is a new law, which has not previously been applied in the context of alumni relations, the extent of lawful grounds for processing data has yet to be fully understood. As legal views mature the University may change its views on its legal basis for processing at which time you will be informed accordingly.

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To contact our Data Protection Officer please email dpo@leeds-art.ac.uk.