Alumni and supporters

Privacy Policy

The "alumni" privacy policy is in addition to the University's privacy policy and applies specifically to information held about alumni, donors and Friends of the University of Reading.

The role of Campaigns and Supporter Engagment Office

Our role is to enable former students to keep in touch with the University and with each other, as well as to provide opportunities for alumni and others to support the University.

What we use your information for

The information you provide is used by the University to communicate with you for its 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;
  • Advertising and promotion of alumni events and reunions;
  • Distribution of University mailings (e.g. Alumni magazines, newsletters, annual reports) and message forwarding (without disclosure of data);
  • The promotion of benefits and services available to alumni;
  • Eliciting non-financial support (e.g. careers advice to students, help with student recruitment).

Your details

We continuously review records of alumni to ensure your data is as accurate as possible.  We may therefore consult alternative sources in order to do so, e.g. Royal Mail address files, BT phone directories, reviewing job information that you have made available via LinkedIn or Facebook (as per their Privacy Policies), newspaper articles, company websites and other publicly available sources.

We store and use information that we believe to be factually correct, relevant to our work and not excessive.  We are always respectful of our constituents in regards to information retained.  We do not store any ‘sensitive’ information, such as Racial/Ethnic origin; Political beliefs; Religious/similar beliefs; Trade Union membership; Physical/mental health condition; Sexual Orientation/Activities; Commission or alleged commission of an offence and any proceedings such as a court sentence.

Your privacy

We do our utmost to protect your privacy. The Data Protection Act 1998 obliges us to follow security procedures regarding the storage and disclosure of information which you have given us in order to avoid unauthorised loss or access. As such we have implemented industry-standard security systems and procedures to protect information from unauthorised disclosure, misuse or destruction.

The University is subject to various access to information regimes, such as freedom of information, which oblige it to disclose information on request in order to comply with the law. However, your information is not routinely shared with other alumni, apart from any details that you choose to share on your online profile.  Further, your data will also not routinely be disclosed to any external bodies, other than those contracted by the University of Reading Development & Alumni Relations Office in order to assist with its routine activities listed above.  We always ensure that we have a non-disclosure policy in place which means that the external body is only able to use information we provide for the specified purpose and nothing else.

How you can access your information

You have the right to request a copy of the information that we hold about you.  One way is to register for our online community and you will be able to see your details.  Alternatively, for a copy of particular personal information we hold about you then please follow these instructions. We may make a small charge for this service.

How we contact you

Our communications are by phone, email and post in order to achieve our role is the most cost-effective way.  If you prefer not to receive some types or any of our communication, you can opt-out by either emailing us at or by joining our online community and updating your mailing preferences.

Changes to our privacy policy

We keep our privacy policy under regular review by IMPS and we will place any updates on this webpage. This policy was last updated on the 11th June 2012.

Further information regarding your details and data protection can be found at or by writing to: The Data Protection Officer, The University of Reading, Whiteknights, Reading RG6 6AH.