Privacy notice for Alumni Chapter Hong Kong

This privacy notice explains:

• who we are
• how and why we collect and use personal information about you
• what personal data is collected and held about you for the Manchester Metropolitan University Alumni Chapter Hong Kong Limited
• our purposes and lawful bases for processing
• who we share your personal data with
• relevant retention periods
• how you can exercise your privacy rights

This notice provides information that is in addition to information contained in the University’s alumni and supporter data protection statement. Please read this notice to understand our practices. If you have any questions please contact us using the contact details below.

Who we are

Throughout this notice, “University”, “we”, “our” and “us” refer to the Manchester Metropolitan University, an exempt charity under Schedule 2 to the Charities Act 1993 (amended by the Charities Act 2011). The University is the data controller in respect of the personal data you provide as part of joining our alumni chapter.

The University is registered as a data controller with the Information Commissioner’s Office (ICO). We manage personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s data protection policy.

The personal data we process

We collect and process certain data about you, including:

• title, such as Mr or Mrs
• full name
• name while you were a student, if different
• suffixes, such as OBE
• email addresses and phone numbers
• education details, for example degree title, subject of study, year of graduation, faculty, campus (for example, Hong Kong University SPACE)
• current employment details: job title and organisation name
• relationship to the University, whether student, alumni, staff, former staff, prospective student or friend
• alumni volunteer role, whether the graduate is an international alumni ambassador, Chapter board member, mentor, and so on
• contact preference information, for example if a graduate says they only want to be contacted by email, the University would not share their phone numbers
• date joined the Hong Kong Chapter
• notification if you opt out of communications from the chapter or University
• Hong Kong Chapter event attendance information

The purposes of the processing

If you contact us, we may also keep a record of that correspondence. Your information will enable us to:

Use of personal data

The University maintains a record of all former students that have successfully completed a course of study with us.

The development and alumni relations team holds your data for alumni relations and fundraising purposes, which include the following:

• university publications and news to keep alumni and supporters in touch

• professional, social and corporate events for alumni and supporters

• fundraising programmes which raise funds for the University

• discounts, benefits and services for alumni, which may include emails about:

  • courses and careers support

  • surveys to improve services for alumni

• alumni volunteering opportunities, such as:

  • mentoring students

  • giving talks to students

  • providing case studies and quotes for marketing publications in order to inspire students

Lawful basis

The University relies upon GDPR Article 6(1)f legitimate interests lawful basis to register you as University alumni.

The legitimate purpose is to maintain a lifelong relationship with our students. For more information, visit our privacy statement.

Use of personal data

The purpose of the processing is to run a chapter in Hong Kong which fulfils the objects detailed in the articles of association:

• to establish and carry on an alumni association to maintain and foster friendships and to promote cultural, educational, scientific, professional and social activities among staff and students, both current and past, of Manchester Met (or any of Manchester Met’s predecessor institutions) who are resident in Hong Kong, and to afford means by which they may be kept in touch with the activities of Manchester Met

• to promote the vision and mission of Manchester Met and to assist, wherever possible, in furthering the interests of Manchester Met in Hong Kong, including the identification of prospective students

• to establish and foster relationships between students and staff, current and past, of Manchester Met (or any of Manchester Met’s predecessor institutions) who reside in Hong Kong and other educational institutions and professional organisations

• to promote and cater for the welfare of students and staff, both current and past, of Manchester Met (or any of Manchester Met’s predecessor institutions) who reside in Hong Kong and to engage in outreach activities of all sorts

• to maintain and foster a supportive and mutually beneficial relationship between the Alumni Association and Manchester Met

• to do all such other lawful things as are incidental or conducive to the attainment of the above objects or any of them

Lawful basis

Articles of association of the Manchester Metropolitan University Alumni Chapter Hong Kong Limited were registered with the Companies Registry Hong Kong on 27 February 2020.

The University relies upon GDPR Article 6(1)f legitimate interests lawful basis in order to make a disclosure of your personal data to the Manchester Metropolitan University Alumni Chapter Hong Kong Limited. The purposes represent a legitimate interest of the University which has clear benefits to you as a Hong Kong-based student, alumni or supporter.

While registering as an alumnus/a and supporter of the University you have the opportunity to opt-in to join the chapter and to disclose your personal data.

The recipients or categories of recipients of the personal data

We may disclose personal data about you to the following third parties:

• the board of directors of the Manchester Metropolitan University Alumni Chapter Hong Kong Limited, who must approve all new honorary members and maintain the register of honorary members

• the University may share your personal data with agents and partners that conduct contractual services on its behalf. These include:

  • mailing houses in order to send the University magazine

  • direct mail and fundraising mailings; email service providers used by the University to send emails

  • companies that conduct specific tasks, such as checking phone numbers with the Telephone Preference Service so that we do not phone those who do not wish to be contacted by phone

International data transfer

The disclosure of personal data to the board of directors of the Manchester Metropolitan University Alumni Chapter Hong Kong Limited, based in Hong Kong, is a restricted transfer under the General Data Protection Regulation (GDPR). This means that personal data is transferred from a country within the EEA (that is protected by the GDPR), to a country outside of the EEA (that is not protected by the GDPR).

We are able to make this transfer as we have entered into a data-sharing agreement with the chapter which incorporates appropriate safeguards, enforceable data subject rights and effective legal remedies. The standard contractual data protection clauses used within the agreement have been adopted by the European Commission. Information sent via email is encrypted prior to transmission, with the password being sent by alternative means.

The right to withdraw consent

If we have collected and processed your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect the processing of your personal information conducted in reliance on lawful processing grounds other than consent. You can withdraw your consent by writing to [email protected] stating your name and date of birth and in the e-mail subject state: Withdrawal of Consent.

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s retention and disposal schedule. Specifically, we will retain your Manchester Metropolitan University Alumni Chapter Hong Kong Limited personal data for:

Sub function: Alumni relations 

• Record: Alumni database held at the University 

• Retention period: While current

Sub function: Alumni Chapter Hong Kong Relations 

• Record: Alumni Chapter Hong Kong membership register

• Retention period: For the lifetime of the membership 

Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• the right to be informed – this privacy notice assists with fulfilling these obligations.
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to data portability
• the right to object

Please note that these rights apply in certain circumstances, for example, according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Your rights in respect of the processing

The GDPR provides data subjects with the following data subject rights:

• the right to be informed – this privacy notice assists with fulfilling these obligations
• the right of access
• the right to rectification
• the right to erasure
• the right to restrict processing
• the right to data portability
• the right to object

Please note that these rights apply in certain circumstances, for example, according to the lawful basis utilised by the University. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. For further information, visit our data subjects rights page.

Contacting us

For questions or concerns about this privacy notice, or our use of your personal information, please contact [email protected].

You can also contact our data protection officer:

• by email [email protected]

• by telephone +44 (0) 161 247 3884

• in writing to the Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the university data protection officer, prior to contacting the ICO. Please contact:

• [email protected]

• +44 (0) 303 123 1113

For further contact information go to the ICO website.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.