How we use your data

Our Data Promise 

Ensuring that our graduates receive the full benefits and experience of being an alumnus/a of the University of South Wales whilst also ensuring their personal privacy is never compromised.

We are committed to the principles of good data governance; therefore, our data processing notice will be reviewed and updated regularly aligned to the requirements of the General Data Protection Regulation (GDPR) 2018.

Alumni Data Processing Notice

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. 

The University has been at the forefront of applied research and associated education for many years, helping society find solutions to its latest needs. To further support our growth and development as a higher education institution, the legal basis for the University to processes your data – aligned to the interdependent purposes set out below – is that it is necessary for the pursuit of our legitimate interests. We combine this legitimate interest with collecting consent (multi-channel) from our graduates and supporters, and will at all times adhere to this where recorded.

We never wish to override the rights and freedoms of you as an individual.

Security and our communications

All data is managed in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (GDPR) 2018. It is held securely 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. Your data may be used by the University for a variety of interdependent purposes; supporting alumni relations and communications as well as for fundraising purposes.

As a may result, you may receive one or more of the following or similar:

·        Alumni publications

·        Invitations to Alumni events and reunions

·        Notification about alumni benefits and services

·        Alumni Surveys

·       Alumni e-communications

·        University news

·        Options for further study

·        Options related to Careers, Employability and Entrepreneurship

·        Information about geographical or special interest groups. 

You may also receive fundraising appeals from us, which could be as a result of both internal and external wealth analysis and research which informs the University’s fundraising strategy and associated communications. 

The University also processes certain personal data as it is necessary for the performance of a task in the public interest as we are required by law to pass details of recent graduates to the Higher Education Statistics Agency (HESA) in line with our obligations related to the Graduate Outcomes Survey.  

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 online, 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 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. 

Website cookies

The University of South Wales use Google Analytics cookies to hold information about your visit to both our main University website and web platforms that host University sanctioned communications (eg: Luminate – the USW Alumni Digital Magazine). This helps us providing a better website experience for our users and tells us how successfully the website is functioning. If you do not wish us to do this, you can opt out of the Analytics service by installing an add-on for your browser. For the University of South Wales Cookie Policy, please visit the USW Information Compliance Unit.

Type of data held

The Alumni Relations and Development Office holds broadly biographical, occupational, relational and affinity data. This may include (but is not limited to) the following:

·        Biographical Information (e.g. Name, Date of Birth, Gender)

·        Contact Details (e.g. Addresses, Email, Telephone)

·        Education Information

·        Details of your employment history

·        Details of your relationships with staff, as well as with other members of the alumni network

·        Information related to your University experience and interests, including membership of clubs or societies, as well as prize or scholarship information.

·        Records of any engagement between you and the University, including correspondence, event attendance or volunteering.

·        Media Articles

·        Donation records and Gift Aid related information (as required by HMRC)

·        Your communication preferences


While the alumni record does hold qualification data, the Student Administration Office holds confirmed proof of study records.

Your data options

You can change how you receive 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.

The Alumni Relations and Development Office holds the most up to date information on former students including details of communication preferences. At graduation and periodically in the future, you will be asked by us to state your communication preferences.

We proactively engage student leavers to clarify contact preferences and to gain communication preferences for each channel of communication. We will canvas graduates to update personal details with us, no less that twice in any annual cycle. As part of this process you will be asked to update your communication preferences by channel and by interest as well as to understand whether you require future communications in welsh. This approach is once again a commitment to ensuring we avoid miscommunication and wasting financial resources. 

We respect your data as well as your rights and will only hold your information for as long as is necessary. Naturally, we will always hold a core graduate record for all graduates, though we do commit to regularly removing any unessential data as per our data retention policy

Using your data for philanthropy

The University of South Wales Alumni Relations and Development Office are also here to ensure that you, as a graduate, meet your altruistic objectives should you wish to support the University philanthropically. We work closely with our donors and supporters to achieve their ambitions for support and would only approach potential supporters where we have consent to do so.

We may also look to record, where applicable, your ability and inclination to support the University financially, including by conducting our own assessment of your income and assessing whether specific fundraising appeals are relevant and may be of interest to you.

In order to best serve our supporters’ philanthropic wishes, we may also augment the data we hold from the University and its predecessor institutions with data from our partners as well as publically available information. 

Before seeking or accepting support from major donors, we will also look to conduct due diligence, including the review of the aforementioned publically available data relating to any criminal convictions or offices that may have occurred in alignment with our Gift Acceptance Policy.

Sharing your data

We are required to disclose some information regarding recent graduates to the Higher Education Statistics Agency for the purpose of Graduate Outcomes, 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 [email protected]. Our management of alumni data is assessed regularly and you have the right to access your personal information, to object to the processing of your personal data, to rectify, to erase and to restrict your personal information, if you so wish. 

Any requests or objections should be made in writing to the University’s Data Protection Officer – [email protected]

More information around data protection, your rights to access the information we hold and to query our use of your data can be found on our University Data Protection pages.

If you are not satisfied with the University’s response, or believe that the University is not processing personal data in accordance with the law then you may complain to the University’s Data Protection Officer. If the matter is not resolved and you remain dissatisfied then you have the right to apply directly to the Information Commissioner for a decision. 

The Information Commissioner can be contacted at: 

Information Commissioner’s Office 

Wycliffe House 

Water Lane 


Cheshire S

K9 5AF

Last refined: 14 December 2020.