How we use your data

The Alumni Relations and Development Office at the University of South Wales exists to engage with alumni and supporters to develop a mutually beneficial community, to promote the development of networks and to raise funds to support students and research at the University. 

Security and our communications

All data is held in accordance with the Data Protection Act 1998 - and as of May 2018 the General Data Protection Regulation (GDPR) 2018 - is securely held by the University of South Wales and will be treated confidentially and with sensitivity.

Your data is stored carefully to ensure we can wherever possible provide you with targeted and relevant communications. As a result of holding your data you may receive one or more of the following or similar: alumni publications, notification about alumni benefits and services, alumni surveys, fundraising appeals, alumni e-communications, University news, options for further study and information about geographical or special interest groups.

How do we acquire your data?

A substantial amount of the information on your alumni record is as you provided for entry to the University as a student. Additional information is acquired through your consensual interaction with us either as a result of updating your alumni record, or by engaging with us in some way eg: registering for an event or agreeing to share data when you provide an alumni profile.  

The University does all it can to ensure that data remains accurate and up-to-date and provides graduates with the ability to provide latest contact details securely through an online form, in person or over the phone. It is important that you inform us of any changes to your personal information, although we also periodically canvas updates from graduates through telephone, email and direct mail campaigns and personal interactions - on and offline. 

The University periodically screens its alumni and supporter base for deceased members and also postal gone aways, where a postal address is held. This is to at all times to ensure we best serve the community and avoid misdirected communication that could cause personal upset or a waste of financial resources.

Any information that we hold about you is treated with the highest standards of care. We want you to receive the full benefits of being an alumnus/a of the University of South Wales, while also ensuring that your personal privacy is never compromised.

Type of data held

The Alumni Relations and Development Office holds broadly biographical, occupational, relational and affinity data eg: which sports teams you were a member of. While the alumni record does hold qualification data, the Student Administration Office holds confirmed proof of study records.

Your data options

You can opt out of receiving some or all communication from the University (via the Alumni Relations and Development Office) as you may wish, and we look to process your request in a timely manner. 'Some or all' indicates your  channel preferences - email, post, phone and text. Please contact the Alumni Office to ensure your wishes are known.

We proactively engage student leavers and graduates to clarify contact preferences and to gain communication preferences for each channel of communication.

Sharing your data

We are required to disclose some information regarding recent graduates to the Higher Education Statistics Agency for the purpose of a survey of new graduates. We also share some of your information with our partners within the University of South Wales supplier framework in order to facilitate the distribution of our alumni publications and maintenance of our database. We will only share information about you that is relevant and no more than is required for the purpose. Our partners are subject to rigorous contractual agreements which ensure that your information is always cared for and protected.

We will never sell your data to other companies or charities and will only share your data with those providing a service for the University, as set out above.

Accessing your personal information and queries

If you have any concerns or queries about the use of your personal information, please contact Our management of alumni data is assessed regularly.

Last updated January 2018.