This statement outlines the information gathered during your visit to the University of Glasgow's central web servers and explains how this information is treated. If you choose to request information from this site you will need to pass personal data to the University through this site. Where you actively provide personal data to the University [for example, by completing a web form] this data will be used only for the service you have requested unless you consent otherwise at the time of submitting the data.
Data Protection Act
The gathering, storage, use, release and disposal of personal information is regulated by the Data Protection Act 1998. The University's policy and guidelines with respect to the Act, are published by the Data Protection and Freedom of Information Office.
Surveillance and monitoring
Staff, students and visitors should be aware that the University operates CCTV and similar equipment to monitor safety and security and to aid the prevention and detection of crime. In addition, the University may monitor postal, telecommunications, data communications, and other communications as permitted by the relevant legislation and University Regulations. Please see: Monitoring & Surveillance (CCTV/WebCam).
Freedom of Information (Scotland) Act
The records of the University of Glasgow are subject to the terms of the Freedom of Information (Scotland) 2002 Act. The Act gives individuals a general right of access to all types of recorded information, of any age, held by the University. The University's policy and guidelines with respect to the Freedom of Information Act (Scotland) 2002 are published by the Data Protection and Freedom of Information Office.
The information collected
The University's website does not automatically capture or store personal data from visitors to the site, other than to log your IP address and session information. Session information includes the time and duration of your visit to the site, the files requested, and the browser used. This information will only be accessed by authorised persons of the University of Glasgow or its agents. The information will be retained by the University and will only be used for the purpose of (a) managing the site system, (b) the identification of broken links, and (c) for statistical and audit purposes.
You may occasionally be asked to provide personal information to gain access to specific services. By supplying such information the client consents to the University storing the information for the stated purpose. The information is held by the University in accordance with the provisions of the Data Protection Act 1998.
Privacy information to University of Glasgow alumni and supporters
Your information and fair processing
What do we use your data for?
All graduates of the University of Glasgow are members of the General Council and this database of graduates is retained by the University.
As an alumnus/a, supporter or friend of the University of Glasgow, we will use your details to contact you by post, email, phone, text and/or social media, complying with any preferences you have expressed: see the Your Preferences and Opting Out. We contact you to let you know about the benefits of being an alumnus/a of the University, to invite you to events we think you may be interested in, and to keep you informed of the developments and advances being made by the University, its students and staff, and our alumni.
We will also offer opportunities for you to engage with the University as an ambassador, volunteer, friend and supporter. This may include asking you for your financial support through making a gift to one of the projects which help to deliver the University’s mission of creating and sharing knowledge.
Fundraising to support the University is an important element of our charitable work. In order to do this effectively and efficiently we consider individuals’ potential to make donations and may record this on our database. We assess individuals’ potential to support the University’s work by using information you have provided, by looking at your interaction with us, and by using information we may hold on you from trustworthy public sources such as: Who’s Who, Companies House, news sources such as Nexis and specialist subscription services for both individual and company information, such as FAME.
We do this to make sure we provide the most appropriate opportunities to each alumnus/a and friend to support the work of the University, including determining your likely areas of interest.
If we have a telephone number for you, and if you have not opted out of fundraising communications, some of your data may be anonymised and shared with a third-party to help us tailor the size of gift we ask you to give. We currently work with Rux Burton Associates to carry out this function. The process uses anonymous data and is carried out by Rux Burton Associates for our telephone fundraising only. Other information is also used by them to manage the fundraising telephone call on our behalf but none of your data is retained by this provider or used by them for any other purpose once the call process is complete.
In order to ensure the information we hold is accurate, we may source information which is available from trustworthy public sources. For example, we may consult the Electoral Register or the National Change of Address register.
How do we store your data?
Your data is held with appropriate levels of security, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical and organisation measures and in adherence with relevant Data Protection Laws[i]. Your data will not be disclosed to any external organisations except for those acting as agents for the University under defined written agreements. Data is never “sold” to third parties.
What information do we hold?
We hold the following types of information about our alumni, supporters and friends:
- Your name, title, marital status and date of birth if we have it
- Your preferred postal address
- Email and telephone numbers
- If you are an alumnus/a, details about your University qualification(s) or those gained from predecessor institutions. For some alumni such as former exchange students, we may hold course information.
- We log when we have had contact with you, including when we have written to you, sent you a magazine or newsletter, or if we have received any communication from you.
- We record any communication preferences you may have, including whether you receive Avenue by post or email, or if you have told us you do not want any contact from the University.
We may also hold some of the following:
- Business details, such as job title, employer or company name, as well as business contact information.
- Whether you have been invited to a University event and whether you have attended any University events
- We record information about when we ask for your support, whether for alumni volunteering or asking you to make a gift.
- If you have made a donation to one of our projects, we will retain data about your donation. This data is used to manage your donation: for example, if you are giving by direct debit, and to help us better understand the type of project you like to support.
You may choose to tailor how we contact you.
For example, you can let us know that you would like to continue receiving Avenue but would prefer we did not contact you by phone. Alternatively, you may wish to opt out of all contact with the University.
If you would prefer for us not to use your data in the ways outlined above, please contact us at email@example.com, or using the contact details below, letting us know your preferences.
The University of Glasgow’s Development and Alumni team are happy to answer any questions that you may have about how your data is used and looked after.
- Development and Alumni Office
- +44 (0)141 330 4951
- You can also contact us in person at Development and Alumni Office, 2-3 The Square, University of Glasgow G12 8QQ
[i] DP Laws means any law, enactment, regulation, regulatory policy, by-law, ordinance or subordinate legislation relating to the processing, privacy and use of Personal Data, as applicable to the University, and includes any judicial or administrative interpretation of them, any guidance, guidelines, codes of practice, approved codes of conduct or approved certification mechanisms issued by any applicable regulator
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