Development and Alumni Relations

Development and Alumni Relations Office (DARO) Privacy Policy

This privacy policy is supplementary to the University of Sussex's Privacy Statement and Data Protection guidelines and applies specifically to information held about alumni, donors and friends of the University of Sussex by the Development and Alumni Relations Office.

  1. University of Sussex Charitable Status

    The University of Sussex is an exempt charity and has the same rights as any registered charity. The Inland Revenue claim number is XN1306 and tax claims are treated in exactly the same way as those of a registered charity.

  2. Development and Alumni Relations Office (DARO)

    The Development and Alumni Relations Office (DARO) at the University of Sussex is responsible for managing the alumni relations programme, organising corporate events and graduation ceremonies and raising philanthropic income for the University.

    Our role is to nurture lifelong mutually beneficial relationships between the University and its former students, staff and wider community of friends; to support the worldwide network of Sussex alumni and help former students keep in touch with each other; and to provide opportunities for alumni and others to support the University.

  3. What we use your information for

    Your personal information is used to support a range of activities aimed at alumni and friends of the University, including mailing of publications and notification of events, fundraising programmes and the promotion of alumni benefits and services.

    The personal information that the University holds for you is used by DARO to communicate with you via email, post and telephone for marketing, promotional and fundraising purposes. These may include:

    • The promotion of the relationship between the University and its alumni;
    • University-related fundraising initiatives involving alumni and friends;
    • Advertisement and promotion of events and reunions;
    • Distribution of University electronic and print mailings (e.g. Falmer magazine annually, SussexNews monthly email newsletter);
    • The promotion of benefits and services available to alumni;
    • Relevant communications from academic and administrative departments and schools;
    • Promotion of volunteering opportunities (e.g. speaking to current and prospective students).
  4. Your details

    Any personal information we hold will be treated confidentially and held securely on the University’s alumni database in accordance with the Data Protection Act 1998.

    We are obliged to ensure your data is as accurate and up-to-date as possible. We therefore consult alternative sources in order to ensure data quality, e.g. Royal Mail address files, data cleansing services, websites and other publicly available sources. We may share data with contracted organisations (employing equivalent safeguards), who help us undertake the routine activities outlined in section 3 more effectively and efficiently. This can include research to help us identify and/or approach individuals on our database with the potential to make significant philanthropic gifts to the University (known as wealth screening and profiling). We never sell your data to third party organisations.

    We may also supplement our records with publicly available information about you in order to be able to provide you with communications and information that are of particular relevance to you and your interests. We store and use information that we believe to be factually correct, relevant to our work and not excessive.

  5. Your consent

    By providing us with your personal data you consent to the collection and use of any information you provide in accordance with the purposes set out in section 3 and this privacy policy.

    We may communicate with you by phone, email or post in order to achieve our work in the most cost-effective way. If you prefer not to receive particular types of communication or all communications from us in future, please let us know by email alumni@sussex.ac.uk or telephone +44 (0)1273 678258. Each bulk email sent by DARO also includes an unsubscribe link.

    We may communicate with you by phone, email or post in order to achieve our work in the most cost-effective way.  If you prefer not to receive particular types of communication or all communications from us in future, please let us know by email alumni@sussex.ac.uk or telephone +44 (0)1273 678258.

    If you request that your data are removed from our database, we will remove all personal data, with the following exceptions:

    • your name and any school(s) attended, subject(s) studied and year(s) of study/graduation;
    • a note of the request to remove your data will be retained, to prevent you from being inadvertently contacted in the future;
    • information needed to comply with statutory requirements (such as in relation to Gift Aid) may be retained, but only for so long as those statutory requirements specify; and/or
    • an anonymous reference may be attributed to you in documentation compiled from the record of your event attendances and/or the record of donations that you have given, for the purposes of internal or external recording or accounting for any event attended, and for any donation required to be retained for audit, reporting or accounting purposes.
  6. SussexSphere

    SussexSphere is a dedicated log-in area of our website provided free of charge for University of Sussex alumni. New user registrations will be verified against our current alumni database records before full access to the site is granted. The University reserves the right to refuse access to anyone who misuses the site in any way, including contacting alumni for inappropriate purposes such as sending junk email or soliciting business.

    Within the “My alumni profile” section you can choose which information you would like to make available to other Sussex alumni.  By default, only your name, the name of your school or department at Sussex and your year of graduation (Class of) are visible, (unless you have previously given permission for your email address to be included in the previous online directory system).  By choosing to make your email address available, other users will be able to use it to contact you directly.  

  7. Your privacy

    You have the right to request copy of the personal information that the University holds about you. If you want to request a copy of this information either online or by post, please contact us by email dpo@sussex.ac.uk or telephone +44 (0)1273 606755.

    For questions regarding the Sussex Alumni Network and the use of this site, please email alumni@sussex.ac.uk or telephone the Development and Alumni Relations Office on +44 (0)1273 678258.

    Further information regarding your details and data protection can be found at http://www.sussex.ac.uk/ogs/policies/information/dpa, emailing dpo@sussex.ac.uk, or by writing to: The Data Protection Officer, Governance Office, Sussex House, University of Sussex, Falmer, Brighton BN1 9RH.