Privacy Statement

The Institute of Development Studies maintains a database of postgraduate alumni and supporters in order to stay in touch with our community and keep you updated about news, and IDS/Alumni events and initiatives including surveys, fundraising, and support for IDS research and students.
 
Some of our database (but not all) choose to join our online community by registering on this website and creating an online profile. In both instances (individuals with offline database records and individuals with online profiles), we collect and store personal information (or “data”) about you. We are committed to protecting and respecting your privacy and this Policy sets out what information we collect about you, where and how we use (“process”) it.

For the purposes of the General Data Protection Regulations and any subsequent UK legislation covering data protection, the Data Controller is the Institute of Development Studies.
 
This statement is consistent with the IDS Privacy Statement but is specifically designed for the purpose of managing alumni relations.  If you are an IDS postgraduate alum and have interacted with IDS during or since your time of study in any way other than as a student or alum e.g. as a subcontractor, short course participant, conference delegate, or signed up to IDS newsletters, your data may be held for other purposes across the Institute (see IDS Privacy Statement).  Please note if you are an alum of IDS you are also an alum of the University of Sussex and your data is held separately by the University of Sussex Development and Alumni Relations office and is subject to their Privacy Policy.

This statement sets out how IDS implements the General Data Protection Regulations 2018 (GDPR) for the purpose of alumni relations across all of our communications channels, and details your rights in relation to your personal data that IDS captures, stores and uses.

IDS processes the personal data of its postgraduate alumni for the purpose of alumni relations on the lawful basis of legitimate interest. We will process your data responsibly in a way that you would reasonably expect IDS believes that life-long relationships with its alumni can provide mutual personal, professional and institutional benefit for both IDS and the individual.  Alumni are a core part of the IDS community, contributing to IDS’ global reach, through research collaborations, events and communications and supporting the student body, as well as financial support to enable the delivery of the Institute’s charitable mission.

We do not use any automated decision-making systems except those used to detect and remove viruses from content you may provide us, and we will not undertake automated profiling. We do not record data which falls under the Sensitive/Special Category of the GDPR. IDS will never attempt to buy or sell your Personal Data.

If after reading this statement and the IDS Privacy Statement you have any questions or requests concerning how we use your personal information or comply with data protection legislation please contact the IDS Data Protection Officer.
 

Personal data: sources and use

The information we have about you depends on where we collect it. We collect personal data of postgraduate alumni and supporters to enable us to better understand the context of the individuals who make up the network, the ways in which they may be able to or wish to engage with IDS, including those who support us or who might support us in the future and to improve our alumni relations activities. 
 

What Personal Data do we collect?

How do we collect and maintain data?

  • Basic Data: Name, title, nationality, date of birth, IDS course title and dates of study

  • General Data: Basic + email address, postal address, city and country of residence, employer and job title

  • Additional Data: General + voluntary roles, non-IDS education, social media profiles, activity/engagement log, donation details (but we do not store your credit/debit card details as these are processed securely externally by a third-party payment provider), publically available information, consent options and communication preferences

  • Directly from you at enrolment, graduation, via profile updates on the Alumni Network, attending events and other direct communications from you

  • Indirectly from public sources e.g. news items, internet profiles/features, Companies House and other business related resources, or from information shared internally on your interactions with other IDS staff or IDS services

Activities include:

With whom do we share your data?

  • Providing you with the information of updates you have asked for

  • Regular alumni e-newsletters and ad- hoc e-communications on IDS/Alumni events and initiatives

  • Inviting alumni to participate in relevant IDS surveys from time to time

  • Targeted requests to alumni for non-financial support for IDS students and IDS research and communications

  • Engaging alumni and supporters in fundraising initiatives

  • analysing your engagement with our website and other content to help us improve our services for you

  • University of Sussex. IDS and the University of Sussex are developing a Data Sharing Agreement which includes the sharing of General Personal Data updates for postgraduate alumni

  • Toucan Tech. IDS uses ToucanTech to provide the Alumni Network website, to store all alumni and supporters data and to manage communications and online services

  • Alumni Ambassadors. With your consent we share General Data of alumni with Alumni Ambassadors in your country of residence

 
Please would you let us know if your contact details change. If you are an online member you can update your details directly by logging-in to the website and clicking on ‘My Settings’ under your profile.  You can also update your details by contacting us at alumni@ids.ac.uk or by completing this form.
 
Our regular communications with you will be via electronic means (email and/or SMS). In addition, we may occasionally call you by phone or send postal communications in relation to specific initiatives.  For example, we may call you as part of the follow up to an event invitation or send out specific materials that we think may be of interest to you, or which you have requested.
 
If you would like to change how we communicate with you (e.g. opt out of receiving communications or change channels used for contact) at any point, you can:

  • complete this online form to change the way you wish us to communicate with you;

  • email alumni@ids.ac.uk with your request; or

  • if you have an online profile on this website you can update your settings by logging in and clicking on “My Settings” in your profile. Scroll down to find your “Consent options” where you will see a list of consents and the options.

From time to time we may employ a third party processor to support the alumni office in maintaining up to date records who will be subject to clearance checks in line with IDS Privacy and Data Protection policies.  Contracts include clear expectations and requirements in relation to how they manage the personal data they collect or have access to.

We will only disclose personal data when obliged to disclose personal data by law or where we have your consent.
 

Where we store your personal data

We understand the importance of keeping your personal data secure and will always take appropriate steps to safeguard it.
All personal data captured by IDS is used and held in accordance with the requirements of the General Data Protection Regulation (GDPR) 2018

Your data is stored on a dedicated, secure cloud server hosted by Amazon Web Services (AWS) in the EU and managed by our website provider, ToucanTech.  Industry standard firewalls, anti-virus, encryption and back-up methods are in place, as well as strict data handling protocols. Toucan is registered with the UK’s Information Commissioner’s Office (reference ZA050337) as a data processor to run client databases.

All data for EU customers remains in the EEA (European Economic Area), including the email server, which processes the mass emails/ newsletters within Toucan Tech.  AWS states in their privacy policy that they “will not move or replicate customer content outside of your chosen AWS Region(s)". More information here: https://aws.amazon.com/compliance/data-privacy-faq/

IDS have chosen and purchased their own URL and this points to the Toucan Tech server. In selecting to work with Toucan Tech as a third party processor IDS have undertaken a careful assessment of their data security measures and actions taken to comply with GDPR.
 

Retention

IDS retains and maintains personal data of alumni on a lifelong basis, as the relationship with its alumni is deemed to be a continuous one.  If an individual exercises their right to erasure or we are made aware that they are deceased IDS will then only retain basic personal data (Name, title, nationality, date of birth, IDS course title and dates of study) on an indefinite basis.  This will help us to identify the individual and ensure no further processing of the data occurs or that a new record is inadvertently created.  This is deemed necessary to be able to uphold the rights of the individual.  IDS may continue to process this basic personal data in an aggregated way to generate useful data related to its operations over the years e.g. identify historic trends and profiles in relation to its teaching activity.
 

The Online Alumni Network

The Alumni Network website is provided as a private service for postgraduate alumni and current IDS members by the Institute of Development Studies (IDS) and all users are subject to the site’s Terms and Conditions. The Alumni Network website uses cookies for such purposes as distinguishing you from other users of the website, providing you with a seamless experience, and continually improving the website. For detailed information on the cookies and the purposes for which they are used, see our Cookie Policy.  Your use of the website constitutes your acceptance of the Terms and Conditions and the use of Cookies as described. If you do not agree to these Terms of Use, you must not use the website.

All users are required to provide accurate information about yourself and accept sole and full responsibility for this and for keeping the information up to date. You should not enter information on behalf of another person or about any other person. You can update your details directly by logging-in to the website and clicking on “My Settings” under your profile.

If you have an online profile for this website you are responsible for keeping your login details (email and password) confidential and we ask that you do not share your password with anyone. . You are required to use all reasonable endeavours to ensure against unauthorised access to the service, in particular the use of user names and passwords by unauthorised individuals.

Password reminders and other information from the service will be sent to the email address you have given.

The website may, from time to time, contain links to and from the websites of our partner networks, and/or affiliates.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies.  Please check these policies before you submit any personal data to third party websites.

No data transmission over the internet can be guaranteed to be completely secure. So, whilst we strive to safeguard your information, we cannot guarantee the security of any information you provide online and you do this at your own risk.
 

Information we collect from you via the Alumni Network website

We may collect and process the following information about you:

  • Information you give us: you may give us information about you by filling in forms or completing editable fields on our website. This includes information you submit on our website when you create a user profile, subscribe to our services and/or newsletters, participate in discussion or other forums, enter a competition, promotion or survey, and/or when you report a problem with our website. We also retain the right to view any private messages sent through our website for security monitoring purposes. 

 

  • Information we may collect about you / is automatically logged: each time you visit our website we may collect (automatically or otherwise) information including:

    • the Internet protocol (IP) address used to connect your computer to the Internet. This information identifies only the computer that is being used to view the website, and does not identify the user as an individual; and

    • your web browser type and version, time zone setting, operating system, and the Uniform Resource Locators (URL) of the websites which you use immediately before and after our website. This information enables us to produce and review vital statistics about our website, in turn enabling us to develop our website to provide the best possible experience for our users

 

How we use the Information collected on the Alumni Network website

We may use information held about you in the following ways:

  • Information you give to us: we may use this information:

    • to provide you with the information, products, and services that you may request from us;

    • to notify you about changes to our service; and/or to ensure that content from our website is presented in the most effective manner for you and for your computer.

 

  • Information we collect about you: we may use this information:

    • to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical, and/or survey purposes;

    • to improve our website 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, if and when you choose to do so;

    • as part of our efforts to keep our website safe and secure

 

Your Rights

This Statement is consistent with the wider IDS Privacy Statement, which details your rights to access, rectify, restrict or prevent processing of your data by IDS, including for alumni relations. All of these rights are subject to certain safeguards and limits or exemptions. To exercise any of these rights you should contact the IDS Data Protection Officer.
 
You have the right to know what data IDS holds that relates to you. You can make a Subject Access Request (SAR) at any time to the IDS Data Protection Officer (DPO).
 
In addition, all e-communications sent out by IDS provides you with an option to unsubscribe, and if you are an online Alumni Network user, you can exercise your right to prevent such processing by logging in and changing your settings at any time. 
 
If you object to the lawful basis upon which we hold alumni data (legitimate interest), you should contact the DPO where your objections will be reviewed. During this period all processing of your personal data will be suspended with immediate effect.

Alternatively you may lodge a complaint with the UK Supervisory Authority for the implementation of GPDR which is the Information Commissioners Office (ICO).
 

Changes to this Privacy Statement

We may change this Statement from time to time. If we make any significant changes we will advertise this on the website or notify to you of the changes by e-mail. Please check back occasionally to see any updates or changes to our Privacy statement.  We will also notify you of any changes to the IDS Privacy Statement.
 

Contact 

Questions, comments and requests regarding this Privacy Statement are welcomed. You are able to contact us at alumni@ids.ac.uk, or write to us at the address of our registered office (see “About Us” above), as follows: IDS Alumni Office, Institute of Development Studies, Library Road, Brighton, BN1 9RE, UK.

Further contact information can be located at the “Contact Us” page of this website.

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