Alumni, Friends & Donors

Personal data that we hold

We may hold information relating to you from a number of sources. A significant proportion of the information we hold on alumni is that which you provide to us (for example, you may give us information by filling in forms on the University's website, or by corresponding with us by telephone, email or otherwise). If you are a student or studied at Andrews, some of your personal data is transferred from your student record to the University’s alumni database.

Most records contain:

  • Details of your education (e.g. your College(s), the courses you have completed, dates of study)
  • Unique personal identifiers and biographical information (e.g. student number, date of birth)
  • Your contact details (and we update these whenever you let us know that they have changed)
  • Details of your interactions with the University and Colleges, such as: your membership of clubs, societies, and Alumni Groups
    • Your attendance at University events
    • Other contact with us or our partners (as listed below)
    • Details of benefits and services provided to you, including those set out at
    • Your relationships with other alumni or supporters of the University
  • Details about your family (e.g. your marital status, the name of your partner or spouse)
  • Personal data provided by you for a specific purpose (e.g. disability and dietary preferences for event management purposes)
  • Your communication preferences, to help us provide tailored and relevant communications

We also record, where applicable, based on information which you provide to us and, in some cases, publicly available information and information from our partners (as listed below):

  • Financial information relating to you and your family, such as:
    • Your history of donations made to the University
    • Your ability and willingness to make donations, including our assessment of your income and whether particular donations or funding appeals may be of interest to you
    • Your philanthropy and other giving, including donations to other organizations and other support that you provide (e.g. details of volunteering roles)
  • Your career highlights and other life achievements
  • Information about your areas of interest and extra-curricular activities

We augment the data we hold from the University with data from our partners (as listed below) and publicly available data.
We use targeted internet searches and may search websites (either directly or using search engines), where relevant in order to obtain and maintain the accuracy of the data listed above.  Examples of websites are as follows:

  • Public sources for companies (in order to find personal data of those companies' employees, etc.):
    • Business-related resources (free and subscription) for US companies
    • US Securities and Exchange Commission for US companies
    • Company websites
  • Public sources for charities (in order to find personal data of those charities' employees, trustees, etc., and to find information about donations and support):
    • Internet sources for US non-profits
  • Public sources for individuals such as:
    • Who’s Who
    • Property websites
    • National change of address services
    • LinkedIn
  • Press sources:
    • Local and national news sources

How we use your data

Your data is used by us for a number of interdependent purposes in support of alumni relations, supporter communications and fundraising.  These include:

  • Sending you publications (e.g. alumni magazines and updates about the University)
  • Conducting surveys, including research on when and whether particular donations or funding appeals may be of interest to you
  • Providing services, including access to University facilities and alumni email accounts
  • Sending you tailored proposals, appeals and requests for donations
  • Sending you details of volunteering opportunities
  • Inviting you to alumni and other University events
  • The promotion of other opportunities and services available to you (e.g. offers and opportunities available through the University's network of Alumni Groups)
  • Wealth analysis and research in order to improve our understanding of our alumni and supporters, inform our fundraising strategy and target our communications more effectively
  • Internal record keeping, including the management of any feedback or complaints
  • Administrative purposes (e.g. in order to process a donation you have made or to administer an event you have registered for or attended)

Communications to you may be sent by post, telephone or electronic means (principally by email), depending on the contact details we hold, the consent that you have provided, and the preferences expressed by you about the types of communications you wish to receive.

If you have concerns or queries about any of these purposes, or how we communicate with you, please contact us using the details listed below.

We may use automated or manual analyses to link data together to help us identify your potential for supporting the University, to provide you with an improved experience, to send you communications which are relevant and timely, to identify volunteering opportunities or opportunities for providing support which may be of interest to you, and to avoid approaching you with opportunities which are not of interest. All of this enables us to raise more funds, sooner, and more cost-effectively, in support of the University’s strategic research and teaching objectives. We always seek to ensure that any opportunities we present are aligned with your interests, based on the research we conduct.

We will always respect a request by you to stop processing your personal data, and in addition your statutory rights are set out below.

When we share your data with others (our partners)
We work closely with University Schools and Colleges to provide our shared alumni and supporters with a coordinated approach.   Transmission of data to Schools or Colleges is managed through agreed processes which comply with relevant data protection legislation. 
Additionally, we share data on a considered and confidential basis, where appropriate, with:

  • Affiliated organizations and individuals which support and provide services to alumni and supporters, such as:
    • Alumni Groups for which we help manage events that you attend
    • Volunteer partners closely related to us (e.g. development and advisory board members  and volunteers supporting events that we organize)
  • Third parties engaged by the University to provide fundraising related services, such as:
    • Companies that provide us with data about alumni and supporters
    • Consultants advising us on individuals’ capacity to donate
    • Other contractors providing services to you on our behalf or services to us
  • Selected companies who provide University-branded or University-endorsed products and services

How we protect your data

We ensure we have appropriate data sharing agreements in place before sharing your personal data.

We do not sell your personal data to third parties under any circumstances.

We also facilitate communication between individual alumni, but in doing so we do not release personal contact details without prior permission.

Additional Information:

  • The Alumni Directory offers the ability for all alumni to suppress publication of their data on a field-by-field basis except for first name, last name, Andrews courses, degrees and degree years.
  • Andrews has a small number of affinity partners, such as banks and insurance companies, who offer special promotions for Andrews students and alums.  These partners are carefully screened and we believe that they provide value to the Andrews community.  Your information is never sold or shared directly with these business partners, as all communication from them is done through a third party.
  • Cookies are used to enhance the experience of the visitor.
  • Mobile Devices:  User’s activity inside all Alumni and Development apps are tracked and reported for internal analytical reporting as well as decision making.  This is completely anonymous and is never shared with third parties outside of Andrews University.

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