Data protection statement

What we do with your data

All data is securely held by the University of York Office of Philanthropic Partnerships and Alumni under the terms of the Data Protection Act and will be treated confidentially and with the utmost care and respect.

The University of York is keen to strike a fair balance between your personal privacy and ensuring that you obtain full value from the products and services it provides, whilst ensuring that it complies with all protection that the Data Protection Act 1998 (“the Act”) affords to you. The University of York will hold your personal data securely in accordance with the Act under which it is fully registered.

The University reserves the right to use external vendors to operate its IT environments including YorkSpace.net and the University database to which it is connected.  Any or all data provided to the University and/or YorkSpace might be transported and stored outside the UK, but such movement and storage will be performed under appropriate safeguards and security provisions such as, for example, in the USA under the EU–US Privacy Shield.

To update your information online, you will need to be registered on the University’s alumni portal, YorkSpace.net. If you would like to change any information that the University of York alumni database holds on you, but do not wish to create a YorkSpace profile, please email your request to yorkspace@york.ac.uk or telephone  +44 (0)1904 324388.

Data that you give to the University of York (including personal data, collected during your association with the University) either online via YorkSpace, by email, by telephone, in person or by postal update will be used by University staff, including, but not limited to staff of the Office of Philanthropic Partnerships and Alumni, Careers Office, International Office and Departments and agents contracted by the University for purposes directly related to the interests of the University and/or its alumni. The data will not be disclosed to external organisations other than those acting as agents for the University.

We may draw on data from sources outside the University to enhance and update your information.  These sources may include updated contact information including your mailing address, telephone, and email and profile insights including employment details and financial resource, that may be used to provide a summary of personal details or current situation.

From time to time we may request the prior permission of the Data Subjects to data sharing with other alumni to facilitate the establishment of networking groups. Except in the case of Canadian nationals (see below), we will always either seek permission to do this on a person by person basis or invite people to network via YorkSpace.net – where permissions have already been given.

We may communicate with you in person, by phone, email and mail, except where you have expressed a preference not to be contacted in a specific way and your data will be used for the following purposes:

  • the distribution of University publications

  • the sending of emails, which will be tracked and stored and analysed to ensure that we are better able to tailor our communications

  • University fundraising operations except where the individual has expressed a preference not to be included

  • the promotion of benefits and services

  • notification of events, and of programmes involving academic departments and administrative units

  • the distribution of information regarding alumni groups

  • information about university courses and Continuing Professional Development (CPD) opportunities

  • the promotion of careers path information

  • requests to complete relevant surveys

  • communications from your former college, school or department other general communications giving relevant University news

  • research and audit purposes by administrative units and academic schools

  • and for any other use deemed to sit within our data protection statement

The Data Protection Act gives you the right to request that your data is not used for any of the above purposes. If you do not wish your personal details to be used by the Office of Philanthropic Partnerships and Alumni for any or all of the above purposes, you can change your communications preferences at any time.

If you do not wish your personal details to be held by us we will remove your address and contact details from your record.  To do this, please write to the Database and Information Manager, Office of Philanthropic Partnerships and Alumni, University of York, York, YO10 5DD, United Kingdom or email.

Under the Data Protection Act you have the right to be told whether information exists about you, and the right to receive the information. Further information regarding the Data Protection Act and the University’s Policy, Procedures and Guidelines can be found here.

Alternative ways in which you can contact us to change your preferences. In writing to the Database and Information Manager, Office of Philanthropic Partnerships and Alumni, University of York, York, YO10 5DD, United Kingdom or by email or by telephone +44 (0)1904 322099.

Information for Canadian nationals

For the purposes of maintaining our Prescribed University status with the Canadian Revenue Agency (CRA) to enable donors in Canada to give tax efficiently, your information will also be passed to the CRA. This information is required by the CRA as proof that the University of York educates Canadians. The data will remain with the Canadian Revenue Agency and is given solely for purposes of verification. To opt out of this process please write to the Database and Information Manager, Office of Philanthropic Partnerships and Alumni, University of York, York, YO10 5DD, United Kingdom or email.

Last reviewed December 2016.