Privacy Policy

Alumni & External Stakeholders Data Protection Statement

 

All the personal information you provide to the University will be held securely by the Development & Alumni Relations Office and used strictly in accordance with the Data Protection Act 1998 (the Act)

Sharing your data

The data you give us whether online, by email, telephone or post may be made available as appropriate to our academic and administrative departments, recognised Heriot-Watt University alumni clubs and associations (including those overseas) or external agents contracted by the University for purposes directly related to the interests of the University, its alumni or alumni related projects. We will not disclose your data without your consent to third parties, except where they are acting as authorised agents for the University for the above purposes or where we are permitted or required to do so by the Act.

External hosting of Raiser’s Edge

The University’s alumni and donor database, Raiser’s Edge is securely hosted in the USA by Blackbaud Inc., a global non-profit Privacy Shield certified software provider, operating under a formal agreement with the University. The University takes its obligations with your data very seriously and will ensure that all appropriate safeguards and security provisions are in place and Blackbaud’s compliance with its agreements and privacy notice are monitored.

How and why we may contact you

We will use the details you have given us to contact you by post, email or telephone about the full range of alumni activities and other relevant University activities or services, including:

  • the sending of alumni publications
  • the promotion of benefits and services available to alumni
  • notification of and distribution of information about, events and reunions*
  • Facilitating the establishment of networking groups
  • University fundraising and other Development Office programmes
  • Requests to complete relevant surveys
  • Careers path information

*Please note that from time to time alumni may send us photographic images of student cohorts for us to use in publicising alumni events and/or reunions.  

Profiling and storing third party data

From time to time we will seek to obtain and store information about you from third party sources to help us to segment our communication and make our marketing more relevant to you. Data we may store includes:

  • Career information publicly available on the internet or in publications
  • Data cleaning services to check if we have inaccurate contact details for you
  • Wealth screening services to give us an insight into our constituents philanthropic interests and ability to make a gift. We may use WealthEngine as a third party, which transfers data to the USA. WealthEngine has signed up to the Privacy Shield. This framework protects the fundamental rights of anyone in the EU and EK whose personal data is transferred to the United States ensuring the same protection as data processed within the UK. For more information on WealthEngine’s terms and conditions related to DPA, please refer to page 18 of the link: http://www.wealthengine.com/nonusterms.
  • We may segment you in our database based on an automated score. These scores are calculated using data on how engaged with us you have previously been and indicators of future engagement.

Your rights under the Act

You have the right to:

1. Object to the use of your data for any of the above purposes
2. Opt out of receiving particular types of communications from us
3. Have your personal details removed from your record on Raiser’s Edge; and
4. To be told what information we hold about you 

To exercise your rights 1-3 above, you should notify us in writing using the freepost address Database Manager, Development Office, Heriot-Watt University, Scott Russell Building, Riccarton Campus, Edinburgh, EH14 4AS), or by email to watt.club@hw.ac.uk.

Online Giving

To make a single donation you will be directed to Heriot-Watt University’s dedicated secure payment site hosted externally by Blackbaud. To make a regular gift you will be directed to Heriot-Watt University’s dedicated secure payment site hosted externally by Donordebit (Buffalo fundraising Consultants) in the UK. 

Your donation will be used by Heriot-Watt University to fund the student initiative, scholarships and bursaries or current University projects.

The personal information you provide and the amount of your donation will be reported to the Development Office and held securely. The Development Office will use this information strictly in accordance with the Data Protection Act 1998 (the Act) for the purposes of creating or updating your entry on Raiser’s Edge, the University’s alumni and donor database and contacting you by email, phone or post about your donation and any future University fundraising campaigns or activities.

Your data may also be used to compile statistics and responses to Freedom of Information requests, both of which will be fully anonymised. Your information may be shared within the Development Office but will not be disclosed to third parties without your consent, except where required or permitted under the Act.

You have the right to: object to the use of your data for any of the above purposes, opt out of receiving particular types of communications from us and have your personal details removed from your record on Raiser’s Edge. You should do so by notify us in writing using this address (Database Manager, Development Office, Heriot-Watt University, Scott Russell Building, Riccarton Campus, Edinburgh, EH14 4AS), or by email to watt.club@hw.ac.uk.

You can access also the university's data protection policy here.