University of Glasgow Trust Privacy Notice

The University of Glasgow Trust (the Trust) is the data controller for your donation to the University. The Trust controls your gift data on legitimate interest grounds, with additional justifications under consent (for email communications) and legal obligation (processing your Gift Aid claim, if applicable). 

DATA CONTROL AND PROCESSING 
The Trust is administered by University staff within Development and Alumni, a division of the External Relations directorate. When you donate, your data will be collected and stored for the purposes of administering that donation and for managing your relationship with the University. 

For administering your donation: 

The University acts as the data processor for the following personal information provided to the Trust: 

  • Biographical data, including name and title 
  • Contact details, including: 
    • Address
    • Email
    • Telephone number
  • Payment details 
    • The method by which you paid
    • Bank details (if donating via cheque, direct debit, or standing order)
    • Encrypted credit card details (only if your card donation is set up to recur) 
  • Donation information, including: 
    • Gift Aid Status
    • Inscription (which may include name)
    • The cause to which you donated 

For the following purposes: 

  • To administer your donation  
  • To contact you with queries to finalise gifts  
  • To create a donor record (if you do not have an existing record i.e. alumni will usually will have an existing alumnus record) 
  • To process your claim Gift Aid on behalf of the Trust (if applicable) 
  • To satisfy audit requirements 

 

For managing your relationship with the University: 

The University and the Trust are data controllers of the following information: 

  • Biographical data, including your name and title 
  • Contact details, including: 
    • Address
    • Email Address
    • Telephone number
  • Donation information, including:
    • Gift Aid Status 
    • Inscription (which may include name)
    • The cause to which you donated
  • Your education details, including:
    • General Council/matriculation number
    • Year of Graduation and subject of study

For the following purposes: 

  • To keep you informed of University news, and the achievements and advances being made by the University, its students and staff, and our alumni 
  • To tell you about the benefits of being an alumnus/a of the University, including discounts and services 
  • To invite you to events hosted by the University, partner organisations or your fellow alumni (for example reunions) 
  • To offer opportunities for you to engage with the University as an ambassador, volunteer, friend and supporter. This may include asking you for your financial support through making a gift to one of the projects which help to deliver the University’s mission of creating and sharing knowledge, or asking you to give your time to help students. 
  • To conduct research into the philanthropic interests and means of a limited number of individuals, to help decide whether and on what basis to approach them and to ensure that our fundraising activity is directed in the most appropriate and effective way. We may also use publicly available sources to carry out due diligence on financial supporters in line with our Gift Acceptance Policy and to meet money laundering and other regulations. 

The Development and Alumni Privacy Notice provides further information on these purposes in the section ‘HOW WE USE YOUR DATA’.  

Your data will be processed on IT systems managed by Development and Alumni.  

YOUR RIGHTS AND PREFERENCES 
We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You always have the right to: 

  • be informed as to how we use your data (via this privacy notice) 
  • access or request a copy of the data we hold about you (see below) 
  • update your information and/or manage your communications preferences at any time 
  • opt out of specific types of processing 
  • ask us to remove your data from our records (see below) 
  • withdraw consent, where it is used as a legal basis for processing. 

At any time, you can 

  • update your details here
  • specify your communication preferences here
  • contact us at alumni@glasgow.ac.uk to tell us about your preferences. 

 
DATA SHARING WITH THIRD PARTIES 

  • With the University as data processor, under the Trust’s Data Sharing Agreement with the University 
  • Auditors of the University of Glasgow Trust (currently Ernst & Young, subject to change) 
  • HMRC (if you make a Gift Aid claim) 
     

YOUR LEGAL PROTECTIONS AND RIGHT TO COMPLAIN 
If you have concerns about how your data has been handled, by the Trust or by the University, please inform us using the above contact details. If you feel that such concerns have not properly addressed, you have the right to complain to the Information Commissioner’s Office. 
 

TRUST CONTACT DETAILS 
Secretary to the Trust: 

Frances M Shepherd
Director
Development and Alumni
External Relations
Berkeley Square
Pavilion 3
University of Glasgow
G3 7HR