Personal Data Guidance for ¾ÅÉ«ÊÓƵ Alumni Network Volunteer Leads
The University is very grateful to all our alumni network volunteers and recognises the invaluable contribution they make to our community. We encourage network leads to keep in regular contact with fellow alumni to help maintain strong and active networks.
However, please note that personal data cannot be shared between the University and alumni networks without the individual’s express permission. For this reason, it is usually more appropriate for the University to send communications on behalf of the network where this is helpful.
We also understand that some volunteer network leads may wish to contact alumni directly. In these cases, leads must first obtain consent from individuals to hold their personal data (typically name, address and email address) for the purpose of sharing network updates, news, events and opportunities.
The following guidance is provided for network members who hold this type of personal data, recognising that it is stored outside the ¾ÅÉ«ÊÓƵ’s control.
1.ÌýÌýÌýÌýÌýÌýSecure Storage
- All lists should be stored securely in password protected documents or on encrypted discs.
- Lists must not be shared outside your group leader / committee and should only be used for the purposes of communicating about your group’s activities.
2.ÌýÌýÌýÌýÌýÌýData Limitation: Only for specific purpose
- Only hold essential information: In practice this is likely to be first name (for salutation) and email address.
- Ensure your data is kept up to date and that any unsubscribes are honoured.
- Be clear with people when they sign up what the information will be used for.
3.ÌýÌýÌýÌýÌýÌýGeneral Data Protection Regulation UK and other Data Protection legislation
- Branch co-ordinators should familiarise themselves with their country’s regulation for data protection so they can protect themselves against any personal liability.
4.ÌýÌýÌýÌýÌýÌýData Collection
- Events can be a great opportunity to add people to your mailing list and we would encourage you to always have sign-up sheets at your events. However, always ensure that you are clear what you will use this information for and don’t assume that you can use your event registration list as a ready-made mailing list.
- Be aware of what information you are asking your guests for and only ask for the information you really need. For example, if you are not serving food there is no need to ask for dietary requirements.
- If you plan on having an attendee list at your event, make sure you’ve asked permission to include people’s data and told them exactly what you plan to share.
- Only keep personal information for a specific period of time. It would be reasonable to share an attendee list up to a few weeks after an event, but not several years later.
5.ÌýÌýÌýÌýÌýÌýPhotography
- You must let the audience know if you are planning to take photos or film any part of your event. This can be done within the event joining instructions and we suggest you put signs up on the day. Guests must be given the option of opting-out. Any photos or films that are to be used in publicity, must have the consent from all included.Ìý
6.Ìý Ìý Ìý Interactions with alumni
- We advise that all email addresses are copied into the BCC field to prevent other alumni from having access to other alumni data that has not express permission.
- The alumni code of conduct is a framework of acceptable behaviour for our alumni community. If the branch considers anyone to not be meeting the expected standards they should immediately discuss with the Office of Development and Alumni Relations.
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