This Privacy Notice explains how the University of Cumbria will process personal data of our Alumni and supporters. This data is processed by the University of Cumbria Alumni Association.


This Privacy Notice is intended for graduates from the University of Cumbria since 2007 and those from our legacy institutions, St Martin’s College, Cumbria Institute of the Arts and Charlotte Mason College. It is also intended for University of Cumbria Alumni Association supporters such local politicians and University of Cumbria Directors.

This notice should be read together with the University of Cumbria Privacy Notice .

How do we get your personal data?

We get information about you from the following sources:

  • Your student record as explained in our Student Privacy Notice.
  • Directly from you when you get in touch with us or when we get in touch with you e.g. when you:
    • attend an event, make a donation, use any of the services available to you or have any interaction with us,
    • update the information we hold about you such as your contact or employment details,
    • interact with our departments such as library, sports and careers.
  • From the public domain, such as news websites, blogs and social media sites.

What personal data do we process?

We collect the following personal data:

  • Biographical details such as your name, title, gender, date of birth and nationality
  • Contact details such as your postal address, email address and telephone number
  • Education details such as your course, grades, dates you studied with us
  • Membership of clubs and societies
  • Student ambassador or Student Union positions held when studying at the University.

Where relevant and depending on your interaction with the alumni association:

  • Relationships data such as your marital status and your personal or professional links to other alumni, supporters and friends
  • Employment details such as your job title and employer
  • Data about your personal and professional interests
  • Details about alumni events you have attended including dates and location
  • Datails about whether you read and open any alumni emails sent to you
  • Details of events and activities you have attended (both on or off campus) 
  • Your use of the alumni website (, including date and times of visit, number of page views and navigation round the site
  • Financial information when you make a payment through our online payment system
  • Your use of our resources such as library, sports, careers and email services
  • Personal and professional website links or blogs
  • Your personal interests and interests within the alumni association, such as whether you would like to be a mentor, or attend events
  • Your communications and interactions with the alumni association
  • Information about any donations you have made to us including dates and amounts, banks and financial information, if you give regularly and gift aid information and declarations
  • Dietary requirements and accessibility data when you attend events we organise.

How we use your personal data 

We use your information for the purposes listed below.

  • To send you University and Alumni Association publications and news
  • To send you information about further academic course you may be interested in and alumni discounts
  • To maintain our alumni records (depending on your interaction with us)
  • To let you know about alumni and University events
  • To send you information about discounts and alumni services
  • To provide you with any specific dietary or access requirements
  • To produce reports and statistical analysis
  • We may use your personal data to profile you so that we can send you specific marketing communication.

What is our legal basis for processing your personal data? 

Under the data protection law, we use your personal data when:

  • We have your consent e.g. to send you marketing communications
  • It is necessary for our legitimate interests e.g. to send you marketing information and ask for you to make donations
  • It is necessary for the performance of a contract with you e.g. when you attend events we organise

We use your dietary and accessibility requirements data because it is necessary for substantial public interests e.g. to offer you support when you attend an event.

Who will your personal data be shared with?

We share your personal with our employees a need to know basis only.   

We also share your personal data with organisations who act as ‘data processors’ who provide services  on our behalf. For example to manage our alumni relations, we use:

  • Blackbaud who provide services through their Raiser’s Edge system and
  • Cumbria Network Graduway platform (for our Robert Kennedy College and Industry and Leadership alumni).

How long do we keep your data? 

We aim to retain your personal data only for as long as necessary for the purposes explained above.  

We consider that our relationship with you as lifelong, and therefore we will keep your personal data until you tell us that you no longer wish to hear from us.

If you ask us to delete your personal data, we will delete most of the personal data but keep a record of your full name, date of birth, student number so that we can correctly manage our records.

Your Rights   

Details about your rights and how to exercise them are set out on the University of Cumbria Privacy Notice   

You have the right to opt out of specific or all communications  we send you at any time.  You can do this by:

You can also select the specific channels through which you wish to be contacted and the types of communication you wish to receive.


This Privacy Notice explains how the University of Cumbria handles personal information about anyone who takes part in our Student recruitment and outreach activities. Our Outreach activities include ‘Widening Participation’ work that encourages more people, particularly from underrepresented groups, to enter and benefit from higher education.

This Privacy Notice is intended for school pupils, prospective students, parents, guardians, carers and other concerned individuals.

What personal data do we process?

We may collect information about you when you:

  • Apply for or take part in one of our programmes or activities
  • Contact us through the clearing process
  • Attend our open days
  • Enquire about our courses or
  • Sign up for our electronic communications

This may include personal data such as:           

  • Your name
  • Address and contact details
  • Date of birth
  • Name of the school which you attended and your year group
  • Your gender and ethnicity 
  • Courses you are interested in
  • Intended year of study
  • Communication preferences
  • Disabilities
  • Your social status e.g. if you are a care leaver, are in the care system, care experienced or are a young carer
  • Dietary requirements
  • Nationality
  • Your username, IP address, MAC address and device name may be collected when you use application such as vFairs, or Microsoft Teams

Why we process your personal data?

We process your personal data for purposes listed below:

  • To invite you to, or register you for one of our activities (on campus or online)
  • To provide you with information about the subject you are interested in
  • To provide you with specialist services for example when you attend one of our open days or activities
  • To enable us to communicate or provide our activities via video conferencing applications e.g. when attending our online open days
  • To send you information about upcoming activities, news, promotions and events that we think may be of interest to you
  • To evaluate the effectiveness of our student recruitment and outreach activities
  • To support you to make well-informed decisions about your future education
  • To support effective collaboration with local universities, schools, colleges and employers

What is our legal basis for processing your personal data?

The lawful bases we rely on for processing your personal data are:

  • You have given us your consent
  • It is necessary for the performance of a public task
  • It is necessary for the performance of a contract with you (if you decide to make an application)
  • It is necessary for our legal obligations
  • It is necessary for our legitimate interests for example to find out how well our activities are doing. The resulting reports will not contain any of your personal data

We sometimes ask for your disability information when you attend our events, so that we can support you and make sure you are safe.

Who will your personal data be shared with?  

We share your personal data with our employees on a need to know basis only. We also share your personal data with:

  • Our partners such as other universities and employers we work with to provide outreach activities 
  • Organisations who work on our behalf to provide specific services e.g. the University of Kent uses the Higher Education Access Tracker (HEAT) to monitor and evaluate how well the programme is doing and software providers to provide online services
  • Government organisations we are required to share the personal data with e.g. OfS HESA and UCAS to track and monitor your future choices.

How long will we keep your information for?

Your information will be retained for no longer than necessary for the purposes explained above and will be destroyed in line with our records retention schedules.

Your Rights

Details about your rights and how to exercise them are set out in our General Privacy Notice.


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