Privacy Notice

Privacy Notice

Developing a better understanding of our alumni and supporters allows us to keep in touch with you, in order to keep you apprised of our activities and developments, to provide services to you, and to identify ways in which you can support us, through donations or other forms of financial and non-financial support such as volunteering or mentoring.

We are committed to protecting your personal information and being transparent about what information we hold. The University has a robust Data Protection Policy in place, which should be read in conjunction with this notice. You can find this here: Further information can also be found on our data protection webpages.

Our Alumni and Donor records typically contain the following information. If you are a student or have studied at the University, the majority of this information will have been transferred from your student record.

  • Name

  • Age

  • Contact Information (email, telephone number, address etc)

  • Student ID number

  • Academic progress information (course, department, qualification, year graduated etc)

  • Survey responses

  • Mentoring and volunteering status

  • Marital status

  • Nationality and domicile

  • Details of any scholarships received

  • Interests at University, including faith

We may also record information you send to us and, in some cases, publicly available information and information from our partners. The purposes of this is to maintain and augment our records, and may include:

  • Employment status, profession, place of work, salary

  • Death

  • Any power of attorney

  • Bank details (related to any donation to the University)

  • Donation history, including future pledges

  • Tax status and Gift Aid declaration information

How your personal data is used by the University

We will use the personal data outlined above for the following purposes:

  • Maintaining a record of University alumni

  • Conducting statutory and non-statutory surveys

  • Sending University and College newsletters via post and email

  • Sending invitations to events

  • Sending requests to conduct case studies

  • Sending electronic communications, postal letters, and making telephone calls giving information about fundraising appeals and campaigns

  • Sending fundraising letters

  • Making fundraising telephone calls (excluding automated calls, calls to TPS registered numbers, and calls to data subjects who have previously objected to receiving calls).

The legal basis for processing your personal data for the above purposes if that is necessary in the pursuit of the University's legitimate interests as set out in Paragraph 3 above. The University will communicate with you in a reasonable manner, and does not consider that there is any impact on your interests, rights or freedoms.

If we have your consent, we will also use your personal data for the following activities:

  • Sending texts and electronic communications asking you to participate in fundraising appeals and campaigns

Before seeking or accepting major donations we are required to conduct due diligence, including reviewing publicly available personal data relating to the donor's criminal convictions and offences.

The University will not use your personal data to carry out any automated decision-making that has any legal or significant effects on you.


The University will need to share your personal data with the following third parties:

  • Statutory bodies, including the Higher Education Statistics Agency (HESA), the Higher Education Funding Council for England (HEFCE), the Office for Students (OfS) and others

  • Wholly owned University subsidiary companies

  • The University's constituent colleges – Digby Stuart College, Southlands College, Whitelands College, Froebel College

  • Third party organisations engaged by the University as data processors Some personal contact information such as your name and email address, may be shared with venues outside of the European Union where we hold events overseas, for the purpose of the venues' own security measures.

The University has put the following safeguards in place for this personal data sharing:

  • All data transfers are conducted through secure password protected files or secure file sharing platforms.

  • All third party partners are required to have their own data security policies. In certain circumstances the University may share your personal data with other third parties, with or without prior notification, but will only do so in compliance with its legal obligations.

Protecting your data

The University will ensure that it has adequate data sharing or contractual agreements in place before any transfers with external parties take place. We will not sell your personal data to third parties under any circumstances, or permit any third parties to sell the data we have shared with them. We may facilitate communication between individual alumni, but will not do so without the permission of all parties. Your data will be stored safely and securely. The University considers that the relationship with its alumni, donors and volunteers is lifelong. We will therefore keep your personal data indefinitely, unless you request that it is deleted, or we have reason to believe that it is no longer accurate.

Your rights

The University will always respect your communication preferences, and if you would like to withdraw your consent, opt out of receiving communications from the University or change your communications preferences, then you can contact

As a data subject you may also have the right to:

  • Access a copy of your personal data, or ask for it to be corrected or erased.

  • Request a copy of your data in a commonly used, portable format.

  • Ask us to restrict processing of your personal data (pending correction)

Requests to exercise data subject rights will be handled in line with the University's Data Subject Rights Procedure here:

Where you exercise your right to erasure, we will continue to maintain a core set of personal data (name, subject(s), graduation details, unique University identification number and date of birth) to ensure we do not contact you inadvertently in future, and to maintain your academic record for archive purposes. We may also need to retain some financial records about you for statutory purposes (e.g. Gift Aid, anti-fraud and accounting matters).

Other information

We will publish on our website any changes we make to this data protection statement and notify you by other communication channels where appropriate. The University of Roehampton is registered with the Information Commissioner's Office, and acts as data controller for the personal data outlined in this notice.

You can raise any queries relating to the processing of your personal data with the University's Data Protection Officer, whose name and contact details are available on the University website here:

You have the right to make a complaint about the University's handling of your personal data to the Information Commissioner's Office, and can do so at

Your financial information

PayPal processes all of the transactions on the Site and PayPal are the only people who see your credit card information. PayPal’s use of your information is governed by its own privacy terms and we refer you to PayPal’s website at Neither University of Roehampton nor anyone else views or has access to your credit card information.


The Site uses cookies to distinguish you from other users of the Site. This helps us to provide you with a good experience when you browse the Site and also allows us to improve the Site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy.

Uses made of information

We will use information held about you in various ways:

Information you give to us. We will use this information:

  • to carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
  • to provide you with information about other services we offer that are similar to those that you have already registered for or enquired about;
  • to notify you about changes to our services;
  • to ensure that content from the Site is presented in the most effective manner for you and for your computer.

Information we collect about you. We will use this information:

  • to administer the Site and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  • to improve the Site to ensure that content is presented in the most effective manner for you and for your computer;
  • to allow you to participate in interactive features of our service, including (but not limited to) registering to use the Site, posting a Project on the Site, sending messages to other users of the Site, sponsoring a Project, and using social media tools, when you choose to do so;
  • as part of our efforts to keep the Site safe and secure.

Information we receive from other sources. We may combine this information with information you give to us and information we collect about you. We may use this information and the combined information for the purposes set out above (depending on the types of information we receive).

Where we store your personal data

As data controller, University of Roehampton will hold your data securely under the terms of Data Protection Act and it will be treated confidentially and with the utmost care and respect.

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). Where this occurs it will always be under the provisions of the EU Data Protection Directive, the EU-US Privacy Shield, or contractual clauses providing adequacy. It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. All information you provide to us is stored on secure servers under the EU Data Protection Directive, the EU-US Privacy Shield, or contractual clauses providing adequacy. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to the Site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

Access to information

The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.

Changes to our privacy policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our privacy policy.


Questions, comments and requests regarding this privacy policy are welcomed and should be addressed either by post to the University of Roehampton, Roehampton Lane, London, SW15 5PU or by email at ​​