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Terms & Definitions

The terms ‘We’, ‘Us’ ‘Our’ or ‘the University’ refer to the Advancement Department at the University of the West of Scotland (comprising the Alumni Engagement and Development Teams), and to the University of The West of Scotland (UWS) as a whole. The term ‘You’ refers to alumni, friends, partners and supporters of the University.

The University is committed to protecting the privacy of our alumni, friends and supporters and being transparent in how we process and store personal data. This statement outlines how we handle and use the data we collect from you.

We will share with you any changes to this privacy notice , but please check our website from time to time to see the most up-to-date version. If you have any queries or comments about this, please contact the Advancement Department at or call 0141 848 3733.

What data do we collect and how?

Personal information we collect and process may include:

  • Biographical information, such as your name and date of birth
  • Postal Addresses
  • Phone Numbers
  • E-mail addresses
  • Information about your time at the University, and other education history
  • Your current and past professional activities
  • Membership of groups
  • Current Interests
  • Media coverage about you which is publicly available
  • Family and spouse/partner details
  • Relationship to other alumni, donors and friends
  • Donor status, research and fundraiser reports/briefings and wealth assessment information, indicators of your interest in giving, ethical and reputational risk analysis
  • Details about previous donations you have made
  • Gift Aid information
  • Bank details, only if you have a standing order or direct debit with us.
  • Records of communications, meetings and marketing activities by the University
  • Volunteering activities and expression of interest in volunteering
  • Registration and attendance at events

We do not store any credit/debit card details within our database. Any bank details we hold will be held securely.

We collect some of this information directly from the University’s student record system at the point of completion of studies. Some of the information recorded will have been obtained directly from you (for example through a registration form for an event, alumni update form, or donation form) or if you subscribed to our Alumni online platform managed by our partners at Graduway. Some of the data may also have been obtained through research from publicly available sources or subscription services and appended to your record.

We might also use third party agents to provide contact information or wealth screening services (when we receive indicators of individual wealth from an approved external supplier) to indicate whether you may be interested in donating to the University and at what level. We will then assess the data we hold to indicate which of our services, activities and appeals you may be interested in.

We may use information gathered from public sources or other departments, schools or programmes within the University alongside the information you provide to undertake analysis of who might support the University and to understand your preferences about events, communication and services. By doing this, we can focus conversations we have with you about opportunities to be engaged, including volunteering and fundraising, in the most effective way, and ensure that we provide you with an experience which is appropriate for you. We also use publicly available sources to carry out due diligence on donors in line with the University’s Donations Policy and to meet money laundering regulations.

We may carry out projects to find new contact details for alumni with whom we are not in contact to ensure the University can remain in touch with as many of its alumni as possible and to ensure the details we hold are as up-to-date as possible. Many of our alumni choose to manage and update their own details, which you can do online on the alumni website.

If you provide us with contact details for a particular method of communication we will communicate with you using this information, unless you tell us otherwise. Contact details provided directly by you will update any previous preferences in relation to this channel unless you inform us otherwise. If you are registered with the Telephone Preference Service (TPS) but provide us with a telephone number we will assume that we have your consent to call you on this number.

We may record sensitive data you provide directly to us for a specific purpose, e.g. about a disability you disclose to ensure we have appropriate facilities in place at our events. We might also record sensitive data about publicly available criminal records if we believe there might be a significant risk to the University of the West of Scotland.

We store all information collected in accordance with the Data Protection Act 1998 on our own secure database, which is hosted on the University’s own secure internal servers.

What do we do with the information?

We want to keep in touch with you, offering you support and services to build your career and providing news about activities on our campuses. We want to keep you updated with new projects and future developments at the University as your support and engagement is vital to our success and support for our students.

We store and process your personal data only for alumni engagement and fundraising purposes. This might include:

  • Communicating with you to inform of news and developments at the University which we believe will be of interest to you
  • Offering alumni services and membership benefits such as JSTOR access, career support, discounts on further study, networking and reunion opportunities, and exclusive experiences
  • Requesting volunteers for speaking engagements, student mentoring, focus groups, recruitment fairs, and for case studies and photos for publications and promotional literature
  • Inviting you to events and processing event registrations and ticket purchases where applicable
  • Requesting and processing donations, including those processes relating to the administration of direct debits and Gift Aid declarations which are required by law, and keeping you updated on how your gift has impacted the University.

Occasionally we might conduct alumni telephone fundraising campaign. We will never call you if your telephone number has been registered with the Telephone Preference Service or the Fundraising Preference Service and you have not consented to receive such call. We do not use automated calling systems.

As we are a charitable fundraising institution, we may gather information about you from publicly available sources - or from third party subscription services using publicly available sources such as Companies House, the Electoral Register and the media – to help us to understand more about you as an individual and your capacity to support the University.

We may carry out wealth screening, and we may use trusted third-party partners to automate some of this work. You will always have the right to opt out of this use of your information.

Sharing your information

Your personal data is not disclosed to external organisations other than agents contracted by the University directly for purposes benefiting the University or its alumni and friends. This may include organisations such as mailing houses, Graduway, the Higher Educational Survey Agency (HESA) and third parties we may contract with to carry out wealth screening services for us.

We only share information with these partners once they have signed a data sharing agreement that requires them to abide by UK data protection legislation, treat your information as securely as we do, only use the information for the purposes for which it was supplied, and that allows us to check these conditions are being carried out. We will never sell your details or share with anyone else for non-University purposes.

The University may facilitate communication between two individuals on request, but in doing so we will never release personal contact details without prior consent.

Control of your data and communication preferences

You are in control of your data. You have a choice about whether you want to receive information about the University, our progress or fundraising activities, and by which methods of communication. You can also request that we remove your contact details from our database or change the way we process your individual details.

If you have signed up to our Alumni community on the Graduway platform, you can also manage your communication preference directly from your account. If you delete your account on Graduway, we will still retain your personal information on our alumni database but we will ask you to update your communication preferences with us, giving you the option to opt-out from all types of communication.

Any electronic communications will be made in accordance with the Privacy and Electronic Communications Regulations. This means we send e-mails to you only if you have consented to receive communication from us.

If you want to update your contact preferences, or personal data, please contact or call 0141 848 3733 (9am-4.30pm, Monday-Friday). All our email communications contain links to opt-out of future communications, should you change your mind – but please also use the contact details above to let us know if you wish to change how, or if, you hear from us. You may also update your preferences at any time via your profile on the alumni website.

Should you object to the holding of your data by us, the use of your data for any or all of the above purposes, or should you wish to amend the type of communications you receive or the way in which the University contacts you, please contact in the first instance. We will work with you individually and personally to ensure we are adhering to your wishes.

If you have any concerns about how we handle your personal data which you have not been able to resolve directly with our alumni team then you can contact the Data Protection Officer directly by e-mail or by post at Data Protection Officer, University of the West of Scotland, Legal Services, High Street, Paisley, PA1 2BE

Your rights

Under the Data Protection Act 1998, you have a number of rights over your personal data and the way(s) in which we use it. These include:

  • The right to have inaccurate personal data rectified or erased;
  • The right to prevent your data being used for direct marketing;
  • The right to access a copy of the information we hold about you (known as a Subject Access Request).
  • The right to change your communication preferences at any time to restrict how we process your data, or opt-out of some or all communication from us.

If you wish to exercise any of these rights please contact us at

For more information regarding your rights under the Data Protection Act, please visit the website of the Information Commissioner’s Office

Last updated: 22/02/2018