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The information on this page is to help °×С½ãÂÛ̳’s official Global Alumni Groups manage the data they hold for alumni in a secure, fair and transparent manner.

Volunteer-led alumni groups play an important role in the development of a strong and engaged global community of °×С½ãÂÛ̳ alumni and supporters. Alumni groups are a great way to bring people together, but when organising group activity, it is important to be mindful of the data privacy of group members and event attendees, to collect only the information you need, and to store any data you do capture in a safe and secure way. The information on this page is relevant to groups in all countries. 

What is personal data and data processing?

• Personal data is any information that can directly or indirectly identify a living person.
• Processing data covers anything from storing to deleting information.

It’s really important that the personal data you collect is minimised and is only used for specific and reasonable purposes. These principles are enshrined in law, including the 2018 Data Protection Act in the UK and the General Data Protection Regulation in EU member states. 

Personal data relating to alumni is held by the °×С½ãÂÛ̳ Alumni Relations Team. Alumni groups do not have access to this data, but we can work with groups to advise on the best way to promote events and activities to alumni in your region. The Alumni Relations Team can use °×С½ãÂÛ̳’s central communications tools to contact alumni by email on behalf of alumni groups.  If you would like to discuss the best way to engage alumni in your area, please speak to your Alumni Relations Team contact.

How should alumni update their contact details?

°×С½ãÂÛ̳’s Alumni Relations team securely store and manage the use of all alumni contact data. For any alumni wishing to update their contact details or communication preferences, our Alumni & Supporter Care team can help. Call the team on +44 (0)20 3108 9037, email or register for  and update your details.

Events best practice

When alumni groups hold events, they will inevitably process personal data for attendees. These best practise steps below will help minimise the amount of data you capture and ensure it is only used to help run the event. 

Event registration

• When requesting information from event attendees, always ensure that you are clear what you will use this information for and do not use your event registration information for any purpose other than managing the event.
• Be aware of what information you are asking your event attendees for and only ask for the information you really need. For example, you are unlikely to need attendees’ home addresses. 
• Typically, alumni volunteer event organisers should only ask for the following information from event attendees; first name, last name, °×С½ãÂÛ̳ alumni ID, °×С½ãÂÛ̳ course, °×С½ãÂÛ̳ graduation year. You may also wish to ask for dietary requirements (if serving food) and any access requirements for the venue. You may wish to 

  download our template event registration spreadsheet

  download our template event registration spreadsheet
  .
• You should share your event registration list with your °×С½ãÂÛ̳ Alumni Relations Team contact after the event, to update on who has attended the event. This should be done as soon as possible after the event has taken place. You can

  download our instructions for how to safely transfer event registration data

  download our instructions for how to safely transfer event registration data
  to the °×С½ãÂÛ̳ Alumni Relations Team.

Attendee lists

• If you plan on sharing an attendee list at your event, make sure you’ve asked permission to include personal data and told attendees exactly what you plan to share. 
• Attendees can only give permission to share their own data and not that of their guests.
• At an event, keep paper attendee lists in a secure place where a member of the public couldn’t simply pick one up.
• Only keep this information for a specific period of time. You must not use the attendee list for any purpose other than managing the event.
• Make sure you destroy any paper copies of attendee data following the event, and ensure any electronic copies are deleted.

Sharing information with suppliers

• It is always best practice to have a contract with your supplier (venue, caterer, etc.) that refers to data privacy.
• Information that is required in order to run your event can usually be shared. Dietary requests are essential for caterers, as are full guest lists when venues have security responsibilities. However, if your venue only needs to know how many people are attending, only give them a number. If in doubt, share as little information as possible.

If you have any questions about data privacy and alumni groups, please speak to your °×С½ãÂÛ̳ Alumni Relations Team contact.