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Alumni and Supporters Privacy Notice

Introduction

LSTM is committed to ensuring that your privacy is protected and will only process personal data in accordance with the Data Protection Act 2018 and UK General Data Protection Regulations and any other applicable data protection legislation.

What information is being collected & what is the legal basis for collecting this data?

The information that LSTM collects about you may vary depending on your relationship with LSTM. Information LSTM collects includes:

  • Name
  • Gender preference
  • Date of birth
  • Nationality
  • Contact details – address including country of residence, email address, telephone numbers
  • Education record – subject, year of graduation and qualification gained
  • Scholarship and award details – both academically and professionally
  • Membership of regional or interest alumni clubs
  • Notable connections with other LSTM alumni and supporters
  • Family relationships where relevant – partner, siblings, parents
  • Employment information – name of business, job title
  • Donation information – amount, date, purposes, payment method, related references and schedules. LSTM does not hold credit or debit card details
  • Donation agreements or contracts
  • GiftAid declarations
  • Records of your interaction with LSTM – event attendance, key meeting and conversation records, correspondence including feedback and complaints, survey participation

If you are attending an event LSTM will also collect, with your explicit consent, details relating to dietary and accessibility requirements where appropriate.

In order to ensure that the data we hold about you is accurate and up to date, we may occasionally use information sources that are in the public domain to verify your details, this includes, but is not limited to, LinkedIn, the electoral register, national deceased registered and Companies House.

Our lawful basis for processing your personal data is LSTM's legitimate interests. In some situations data will be processed for a legal obligation, such as processing relating to GiftAid or due diligence, or for the performance of a contract including the setting up of and collection of a direct debit.

How are we using your data?

Your personal information may be used in the following ways:

  • The administration of donations and legacies including reminding you of future gift commitments and recognising your support in donor rolls,
  • Inviting you to donate, money or time, to LSTM
  • Communication with you about news from LSTM and activities you might be interested in, including our research and global community,
  • Publishing stories or profiles on LSTM media with your consent,
  • LSTM event and webinar invitations and the associated administration of these events,
  • Informing you of careers support, further study and professional development opportunities
  • Facilitate academic, social and networking events and reunions,
  • Conducting surveys, focus groups and other research to improve LSTM services and to understand the needs of the community
  • Adhere to statutory, regulatory of legal requirements that LSTM must comply with
  • Carry out research, profiling and wealth screening to better understand the community and tailor our communications

Your data is assessed to ensure we send you relevant communications and information. We do this by reviewing your geographical location, course you studied, the events and activities you've attended or shown interest in. We may tailor the content, the amount of information we send and which channels we use to best suit your needs. This profiling also helps us to understand the collective interests, expectations and trends of our community, feeding into our future planning for activities and appeals.

Sometimes we also use publicly available sources to understand your possible interest in and ability to donate to LSTM. We may look at your giving history to LSTM and your wider philanthropic interests. These screening and research activities can be automated or manual in nature. We believe that this research and due diligence helps us to better tailor fundraising appeals.

When seeking or accepting major donations to LSTM, we are required to undertake a minimum level of diligence to protect the reputation of the LSTM. We can only accept donations that benefit rather than detract from the LSTM purpose and position.

How is your information collected?

If you have studied with LSTM information from your student record is transferred to the Philanthropy and Development Team on completion of your studies. Other information is provided by you when you interact with LSTM.

For example, when you donate to us, ask about our activities or volunteering opportunities, attend an event, sign up to communications, meet with a member of our team, interact with us on social media, or otherwise give us any other personal information including via detail update forms.

LSTM aims to proactively keep personal records up to date and accurate where possible, so we may run address verification checks or work with data agencies. We may also ask your classmates to help reconnect you with LSTM if you have lost contact with us. In certain circumstances LSTM may receive information concerning individual philanthropists, grant-making foundations and partner organisations from third parties.

How your information is processed?

LSTM primarily uses:

  • Beacon CRM and HubSpot as our primary databases
  • MailChimp for emailing our newsletters, updates and event invites

Appropriate technical and organisational measures are applied to keep personal data safe including limiting access to data to those who have a business need to access it within LSTM.

When LSTM uses a supplier, appropriate due diligence is undertaken to ensure that they also have appropriate security measures in place. If information is sent outside the UK or EEA appropriate safeguards are in place to ensure adequate levels of protection.

Who will the information be shared with?

In some situations, LSTM will share information relating to you with others, this includes:

  • HRMC – in relation to GiftAid
  • Third parties undertaking due diligence and biographical research – Factiva, Mint, FT Online
  • HESA – for the Graduate Outcomes survey

When using third-party suppliers, we only share information necessary to deliver the specific task or service required and take steps to ensure that the data is shared securely.

LSTM does not share or sell your data to third parties for their own purposes unless we are required to do so by law (for example, for the fulfilment of statutory UK Government returns, if we receive a court order, or to prevent fraud or another crime).

Retention of your data and updating your information

LSTM will retain your personal information until you tell us that you no longer wish to hear from us as LSTM considers its relationship with alumni, supporters and other friends to be lifelong.

You can request for your information to be erased which will result in a core record of your name, date of birth and postcode being retained to prevent us from contacting you again. If you are an LSTM alumnus this will not impact on the core student record that is retained by Student Registry in line with LSTM's retention schedule.

There may be data that we are required to keep for financial compliance purposes but this would be disposed of in line with LSTM retention schedules.

Your rights and preferences

The GDPR gives individuals the following rights, it should be noted that these rights are not an absolute:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure (to be forgotten)
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling

You can update your communication preferences at anytime by contacting us at alumni@lstmed.ac.uk

How to contact us

If you would like further information or to make an access request for your personal data, please contact the LSTM data protection officer dataprotection@lstmed.ac.uk, 0151 702 9323, or by post to:

Data Protection Officer
Liverpool School of Tropical Medicine
Pembroke Place
Liverpool
L3 5QA
United Kingdom

How to complain

If you are unhappy with how your information is being used, first complain to the Data Protection Officer using the contact details above. If you continue to have concerns, you can contact the Information Commissioner:
Helpline: 0303 123 1113
Website: https://ico.org.uk/for-the-public/raising-concerns/