Alumni Relations Privacy Policy

Regent’s University London Limited (trading as Regent's University London) is the 'data controller' as defined by the Data Protection Act 2018. Personal information will only be collected and/or processed by Regent’s University London in accordance with the Act.

The Alumni Relations team connects Regent’s with its alumni, volunteers, friends and other supporters. We organise events, send you publications and enable access to university benefits and resources. We do this in accordance with the University’s data protection policies, which you can find here.

For this, we use a database which tracks your interactions with Regent’s over time. While most of the data comes from you (e.g. via the student records system at graduation stage), we also add to it from public sources. We use research to update information held on you and your ability and willingness to volunteer with the University. You can update your communications preferences or simply opt out at any time by contacting us here.

• Sending you communications and updates about Regents 
• Inviting you to events (e.g., alumni reunions)
• Promoting volunteering engagements (e.g., mentoring opportunities)
• Offering you discounts and services (e.g., postgraduate or executive programmes)
• For administrative purposes (e.g., processing your access card application)
• Your data may also be shared with third parties to process data on our behalf. See third party data sharing for more details.

• Staying in touch (e.g., via social media, publications, invitations)
• Offering services and benefits (e.g., careers support, Regent’s clubs)
• Building an engaged alumni community to support Regent's educational mission and its strategic and operational aims (e.g., by advisory boards).

We retain education records on all former students in perpetuity. This way, you can get a transcript even after many years. We may also retain other information, such as:

• Personal information (e.g., name, titles, date of birth)
• Contact details (e.g., postal and email addresses, phone numbers, instant messaging and social media accounts). We update these details whenever you inform us that your details have changed.
• Your academic history at, and beyond, Regent’s (e.g., previous schools and postgraduate programmes)
• Occupational information (e.g., your job sector and employer)
• Hobbies and interests (e.g., to organize student / alumni sports events)
• Your relationships with others within the Regent’s network
• Media coverage of and content created by and about you, including social media posts
• Photographs submitted to us for use in alumni relations activities such as events, alumni publications, social media and other promotional materials.

We also keep records on:

• Any communications we have exchanged with you
• Your engagement with Regent’s at meetings, events, clubs, and volunteering and networking opportunities
• Your use of University services (e.g., the entrepreneurship Hive). Operational data on engagement with such services (e.g., student support journal entries) may be retained for up to three years within our student services database after graduation and then deleted.
• Web analytics about your use of Regent’s online properties, such as: 
  • IP address, location and browser type
  • Navigation data and referral source
  • Length of visit and page views
• Donation and wealth history such as:
  • Your history of donations made to Regent’s and previous Gift Aid declarations (required by HMRC)
  • Historical wealth and historical giving potential to Regent’s

The University is fully PCI-DSS compliant and does not store credit/debit card details. Bank details used for processing Direct Debits are stored by a trusted third-party, under the Direct Debit Guarantee scheme.

Your rights under the GDPR and data protections acts are protected, including your right to be forgotten. You have the right to:

• Ask for your data to be amended or erased
• Request access to your data
• Opt out of communications
• Object to the processing of your personal data

We may share data with third party suppliers to provide services on our behalf. This includes email marketing services to send communications or web services (e.g. online forms) to update your details.

Your data may also be shared with third parties engaged in providing additional benefits to alumni (e.g. access to careers support via Handshake). 

We will only share data with external service providers on a confidential basis, where appropriate. They will only process your personal data in line with our policies. 

We will not sell your data to a third party.