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Privacy Policy

Northumbria University Advancement Office Privacy Notice

1. Data Controller:

Data Controller name: University of Northumbria At Newcastle

Registration Number: Z7674926

2. Overview:

This privacy notice is a statement that describes how and why Northumbria University’s Advancement Office processes (‘collects’, ‘uses’, ‘retains’, ‘discloses’, ‘disposes of’) personal information. This notice also explains how you can control how we use your information in accordance with your rights under relevant data protection legislation*.

*Relevant Data Protection Legislation

The University processes personal data in accordance with our obligations under the UK Data Protection Act 1998 (‘DPA’). The DPA will be replaced on 25th May 2018 by the EU wide General Data Protection Regulations (‘GDPR’).

This notice is written to comply with requirements under both DPA and GDPR (as they are known), however, elements may change before or after 25th May 2018 to reflect the new law and any relevant guidance issued by the Information Commissioners Office (ICO).  We shall inform you of any changes to this notice.

3. Purpose of the processing and the lawful basis for the processing:

Northumbria University’s Advancement Office supports a global community of stakeholders, including students, alumni, parents, donors, volunteers, employers, researchers, policy-makers and advocates related to the research, engagement and outreach activities pursued by Northumbria University and its Alumni Association.

The Northumbria University Alumni Association is here to keep alumni in touch with news from the University and from other alumni.

The Association facilitates networking, social events and reunions, can help to trace friends and aims to include you in the day-to-day life of the University.

We also provide a range of benefits for all our former students, including careers advice, mentoring and professional development and discounts for the library or sports facilities on campus.

To deliver our related products, services and opportunities in a bespoke and relevant manner, the Advancement Team process personal data of stakeholders. This helps to ensure that we provide an effective service that meets the needs of all stakeholders. This also helps us, where appropriate to ask for your support with things we believe you care about the most.

Categories of personal data

The University process the following information under this privacy notice:


If you are a graduate, some of the personal data that the Advancement Office holds about you is transferred from your student record to the University’s alumni database. This personal data will have been collected from you as part of your application to the University and then updated by you during your time as a student.

This will include:

  • Name, title, gender preference, nationality and date of birth;
  • Home or parental address, email address and telephone numbers;
  • Former school and/or university;
  • Familial relationships (parents, grandparents and siblings).

Some of the personal data the Advancement Office holds about you as a member of the Alumni Association will have been generated by the University as part of your education record. This may include:

  • Student number;
  • Faculty, department and programme;
  • Mode of study (eg. full-time, part-time, distance learning);
  • Dates of study (start/ finish);
  • Reason for leaving, type and classification of degree.

Some of the personal data we hold about you is provided by you during your transactions with us either directly, or as a result of ongoing relationship with the Alumni Association (contact details updates, making/soliciting a donation, volunteer activity, event registration or use of our website This may include:

  • Updates to your contact details;
  • Details of family members;
  • Detail of any gifts or donations you provide to the University (See ‘Donors’ below);
  • Record of verbal or email conversations/meetings including any personal interests;
  • Dietary preferences.

Public information about you

Northumbria University Advancement Office will hold personal data relating to your personal and professional history. This data may have been provided by you, or it may have been obtained from social media (eg. LinkedIn, Facebook) or publicly available sources (Companies House and other business-related resources, the World-Wide-Web, publications and news articles such as the Queen’s Honours List, Times Rich List and the National Change of Address File and other services that provide email addresses and telephone numbers). This may include:

  • Personal Contact Details;
  • Employment status (eg. part-time, full-time, retired);
  • Current job title and work email address;
  • Employment history and business details;
  • Income band.

Donors (Gifts and Donations)

If you make a donation to the University, we will retain some information in our customer relationship management (CRM) systems as a record of the transaction. We will not retain payment card details, but we will retain:

  • Bank account number, name and sort code (if paying by Direct Debits);
  • Gift amount, purpose, date and method of payment;
  • Tax status and Gift Aid Declaration information.

Friends and Family Referrals

If you make a friends and family student referral that qualifies you for payment, we will ask you to submit some information via our website. Information will be retained in our CRM and financial system as a record of the transaction. We will retain:

  • Bank account number, name and sort code;
  • Nationality;
  • Contact details.

Legal basis for processing your data

The first data protection principle (DPA) requires that the University must have a legal basis for processing your personal data. This is based on satisfying one or more “conditions for processing” for personal data and at least two conditions for “sensitive personal data”.

Under GDPR, these “legal basis” for processing conditions must be communicated to you, alongside the type of processing they relate to, as part of this privacy notice. As GDPR is a new law, the conditions identified below may be subject to change as more guidance is given or precedents are set.

  Activity   Legal Basis Under Article 6 or 9 GDPR (See Appendix) unless otherwise stated


To register and administer your membership of the Northumbria University Alumni Association, including maintaining records of your involvement with the Association, contacting you about donations you have made, your participation at events or volunteering, seeking your feedback and responding to any queries or complaints.


(1)(a) and Article 9(2) (a)


To request, store and maintaining your communication preferences, and details of any consents provided by you to Northumbria University to process your personal data.



To provide a personalised user experience when using our website, applications or any other services, allowing us to target you with information we think you might be most interested, in including products and services.




To identify and develop relationships with potential and existing donors through fundraising appeals by email, direct mail, telephone and face-to-face meetings based on your communication preferences.




For disclosure to Data Processors who are registered under the Data Protection Act in order for them to process data on behalf of the University for any of the purposes for which the University is permitted to process the data, including the provision market research.




To send you news, updates and promotional material about our work and activities based on your communications preferences. This may include sending you newsletters, invitations to events, volunteering opportunities, fundraising emails or surveys.


(1)(a) or (1)(b) 


For the registration and management of events and competitions.

(1)(a) or (1)(b)


To manage your donation history to the University to facilitate payments made by credit card, direct debit or standing order and to reclaim Gift Aid from HM Revenue and Customs.


(1)(a) or (1)(b) 


To facilitate networking, social events and reunions, and help to trace friends and aims to include you in the day-to-day life of the University.



For the publication of 'Notable Alumni' Profiles on the University website.

(1)(a) or (1)(f) Article 9(2) (a)


To use your profile and your experience at the Northumbria University in University promotional material (e.g. Online or in print).

(1)(a) or (1)(f) Article 9(2) (a)


Tools may be used to help us improve the effectiveness of the University’s communications with you, including tracking whether the emails we send to you have been opened and which links are clicked within a message.


(1)(a) and (1)(f) 


We may use your data for fundraising capability profiling to gain a better understanding of our supporters, inform our fundraising strategy and target our communications more effectively and appropriately. To achieve this we will share your data with one of our trusted third-party suppliers.




For statutory and regulatory compliance.



We may assess your personal information for the purposes of credit risk reduction or fraud prevention. To achieve this we may share your data with credit agencies.




Updating your profile with publically available information about you.


4. How personal data is stored by Northumbria University:

Personal data of our contacts within external organisations is stored in Northumbria University’s Customer Relationship Management systems and shared drives located on Northumbria’s servers.

Access to personal data is restricted to those members of staff who have a requirement to maintain a relationship with you, and is controlled through user security profiles. All University employees, contractors and volunteers that are given access to personal data receive mandatory Data Protection training and have a contractual responsibility to maintain confidentiality.

Some services utilised by Northumbria are hosted by, or shared with, other organisations based either within the European Union or, in limited situations, outside of the European Union, in countries that have comparable levels of protection.

Where data is shared with organisations outside of the European Union, we ensure that there are appropriate safeguards in place.

5. How long personal data is held by the Advancement Team:

Northumbria University and the Advancement Office considers its relationship with alumni, donors and other stakeholders to be lifelong. This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance the Advancement Office will delete the majority of your personal data it holds, but will maintain basic personal data to ensure that we do not inadvertently create a new record in the future.

6. Automated individual decision making, including profiling:

Use of profiling in the Advancement Office

The Advancement Office approaches its stakeholders in a considerate manner when looking for support. To ensure that we are able to do so, it helps to understand more about your potential ability to give to the University and your level of engagement with the University. As such we may profile and rank stakeholders so that we can tailor our approach accordingly, to meet your needs and to make us use our resources efficiently.

This profiling may involve us using personal data that we already hold about you (as described previously) or is available from public sources via internal or external research/profiling. Such data may include:

  • Your estimated asset worth, property value and shareholdings;
  • An estimate of income and potential capacity to make a large gift;
  • Philanthropic interests and gifts to other charitable organisations;
  • Internal classifications and ratings as a major gift prospect;
  • A rating of your level of engagement which is created from a mix of your event attendance, donation history and other interactions with the University.

7. Personal data may be shared with:

Destination of Leavers

Northumbria University is required to disclose some personal data of graduates to the Higher Education Statistics Agency (HESA) for the purpose of a survey of new graduates. See HESA student collection notice:

Use of contractors for services

Personal data is shared with third party organisations that are acting as agents for the university or working on behalf of the university in a limited number of instances to undertake the work of the Advancement Office. These include our regional offices in:

  • China
  • Malaysia
  • Thailand

We will only share personal data that is relevant and proportionate. The University’s partners are subject to contractual agreements which help to ensure compliance with Data Protection legislation.

When the Advancement Office shares personal data as detailed above we ensure that security is maintained using tools such as encryption. Personal data is never sold onto third parties.

Alumni events organised by volunteers

If you have registered to attend an event organised by volunteer alumni, the Advancement Office may share with the volunteer a list of attendee names, year of graduation and department/faculty so that introductions can be made or seating plans created. This list may be shared via email in accordance with Data Protection laws.

8. Transfers to third party countries:

Only the data of overseas students will be transferred to regional offices in “Third Countries” as described above.

9. How long personal data is held by the Advancement Team:

Northumbria University and the Advancement Office considers its relationship with alumni, donors and other stakeholders to be lifelong. This means that we will maintain a stakeholder record for you until such time as you tell us that you no longer wish us to keep in touch. In this instance the Advancement Office will delete the majority of your personal data it holds, but will maintain basic personal data to ensure that we do not inadvertently create a new record in the future.

10. Your rights (including under GDPR):

Access to information

You have a right to request copies of the data held about you by Northumbria University. To do so please submit a Subject Access Request.

Data Portability

From 25th May 2018 onwards you will have the right to request back from the University, any personal data you submitted electronically to us. To do so please contact the University data protection office (see below).

Rectifying Data

If at any point you believe the information we process about you is inaccurate or incomplete you request to see this information and even have it corrected or deleted.

How we will contact you and your right to object to direct marketing

All communication with you, including in relation to updates to this privacy notice, will be made via the preferred method of communication that you have registered with us and you will be able to select the type of correspondence you receive.

If, at any stage, you are concerned about the content (e.g. unwanted marketing), frequency (too many) or method (change preference) of these communications, you can unsubscribe or update your preferences using the link which will be provided at the bottom of the relevant correspondence.

Please note that the option to unsubscribe may not be included in direct personal correspondence with individual members of staff, but you may request to them that you be removed from our systems.

How to object to the Advancement Office processing your personal data

Individuals have the right to object to the Advancement Office processing their personal data for any or all of the purposes set out in this Privacy Notice; they may do so at any time. You may also ask for data to be erased.

To exercise this right, please email giving clear details of the processing activities and/or types of personal data to which your objection applies (see sections above for descriptions).

11. Further information:

If you have any questions which you feel have not been covered by this privacy notice, please do not hesitate to email us at or write to:

Advancement Office
Room 201, Marketing Department
Northumberland Building
Northumbria University
Newcastle upon Tyne

12. Data Protection Officer:

The Data Protection Officer for Northumbria University is Duncan James. If you have any questions which you feel have not been covered by this Privacy Notice, or if you have concerns or a complaint in relation to the University processing your personal data, please do not hesitate to email us at

If your request is urgent, please call +44 (0)191 243 7357.

13. Lodging a complaint with the Information Commissioners Office:

Should you be dissatisfied with the University’s processing of your personal data, you have the right to complain to the Information Commissioner’s. For more information see Information Commissioner’s web site.

14. Restricting processing:

From 25th May 2018 onwards, if you wish to raise a complaint on how we have handled your personal data, you may also request that we ‘restrict processing’ meaning that the data will be preserved from further processing ‘as evidence’ to support your complaint to the ICO. Contact our Data Protection Officer (see above) to request restriction of processing.

15. Changes to this privacy notice:

We keep this privacy notice under regular review. This privacy notice was last updated in October 2017.



Legal conditions for processing data under GDPR:

Article 6
"Lawfulness of processing"
(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
(b) processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract;
(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.


Special categories (“Sensitive Data DPA”):

Article 9
"Processing of special categories of personal data"
(a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject;
(e) processing relates to personal data which are manifestly made public by the data subject;


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