In this privacy notice, we will discuss what kind of data is processed of EUR alumni, how this data is processed and for what purpose. This privacy notice is the more detailed overview of the EUR’s processing of alumni data. For general information about privacy and the handling of data at the EUR (e.g. how you can exercise your GDPR-rights), please see the EUR privacy statement. The EUR distinguishes seven main processes in the processing of EUR alumni data.
Below you will find per process:
- For what purpose we process your personal data;
- What our legal ground for processing the data is;
- Which personal data we process from you;
- Where we get that personal data from;
- How long we will retain your personal data, and;
- Which 3rd parties are involved in the processing of personal data.
| Alumni Process | Description | |
|---|---|---|
| 1 | Communications & Networking (using Database(s)) | Engaging and staying in contact with EUR Alumni. Providing interested parties with information on EUR and EUR’s programmes. For this, personalised emails (a.o. for birthdays), a newsletter, a magazine, and online interviews, whitepapers and videos are produced. |
| 2 | Specific Surveys/Rankings | Evaluating whether a Programme met expectations, quality requirements, and whether the Programme had career-related consequences. |
| 3 | Events (graduation, reunion, lifelong learning) | Organising events, including inviting, registering, hosting and surveying attendees. Attendees can include students, alumni and externals. |
| 4 | Alumni chapters | To organise local events throughout the entire world in which EUR alumni can take part. A selected alumnus will be the designated chapter lead and will receive data of EUR alumni. |
| 5 | Re-Engaging (volunteering, mentoring) | EUR wants alumni to give back, either in the form of volunteering for speeches, educational projects or events, by mentoring current students or other alumni, or by assisting EUR in recruiting prospective students. |
| 6 | Fundraising – alumni & externen | To raise funds to support the EUR and its initiatives in its goals to achieve societal impact. Students or alumni can also raise funds themselves via the fundraising platform for causes that support this goal. |
| 7 | Specific Alumni/Relations & Advisory Boards | To keep track of specific alumni and relations to build EUR’s reputation worldwide and ensure they stay connected to the EUR either in the short or longterm, to pro-actively contact them for highlights in news items, to give speeches, or to take part in EUR advisory boards. |
| 8 | Statistical Analysis, Research & Reporting | To perform statistical analysis, research and produce relevant reports that will facilitate a detailed understanding of the EUR Alumni Community. |
| 1. Purpose | Engaging and staying in contact with EUR Alumni. Providing interested parties with information on EUR and EUR’s programmes. For this, personalised emails (a.o. for birthdays), a newsletter, a magazine, and online interviews, whitepapers and videos are produced. |
| 2. Grounds | Legitimate interest – To contact alumni and keep track of their development. Specific opt-out and opt-in possibilities are offered. |
| 3. Personal Data | First name and last name Study-data Contact-data: Career-related data (current and former roles): Data used in publications: Engagement data: |
| 4. Source & How | From data already known to EUR: From the alumnus itself, through: Career-related data, also through: Imagery, through: |
| 5. Retention | The data is kept indefinitely, since EUR wants to connect with alumni on a lifelong basis, and on the basis of the former guidelines of the Exemption Decision of the Law on the Protection of Personal Data (in Dutch: Vrijstellingsbesluit WBP, artikel 41). Imagery is stored for the duration for which consent was obtained. An alumnus may always opt-out of getting contacted by EUR, or may alter his/her preferences. |
| 6. 3rd Parties & Transfer | Alumni Portal EUR alumni: Erasmus Trust Fund |
| 1. Purpose | Evaluating whether a Programme met expectations, quality requirements, and whether the Programme had career-related consequences. |
| 2. Grounds | Legitimate interest – to contact the alumni. Consent – an alumnus can opt to take part in the specific survey or a ranking survey. Legitimate interest – aggregated anonymised alumni information (a.o. on the basis of information collected during a specific survey) is provided to ranking bodies in order to take part in the rankings.This data may be audited by ranking bodies in which case the data needs to be personalised again. |
| 3. Personal Data | First name and last name Furthermore, optionally, the following data may be requested: Social Media data: Career-related data, including: Job offers, including: Salary data, including: Job searching data (Y/N), including: HR contact new employer: Optionally: Internship data: |
| 4. Source & How | Contact details from the CRM system. Other data from the alumnus itself. |
| 5. Retention | The data entered in surveys in kept for 5 years. Data may also be used to update the CRM alumni database from the “Communication & Networking” process. The retention time of that process applies. |
| 6. 3rd Parties & Transfer | Cloud storage system |
| 1. Purpose | Organising events, including inviting, registering, hosting and surveying attendees. Attendees can include students, alumni and externals. |
| 2. Grounds | Contractual – An alumnus or other participant opts to take part in an event and accepts terms and conditions upon registering for it. Legitimate interest – Alumni and former participants are contacted to take part in new events. Consent – Participants can opt to be kept up to date with regards to future events. Consent – For dietary requirements (special category of data) |
| 3. Personal Data | First name and last name If alumnus or student, study data: Career-related data: Optionally: Anonymous data unless email address is submitted: |
| 4. Source & How | Alumni are contacted using the CRM system and email system. From the participant itself, through: |
| 5. Retention | The data is kept for 7 years after an event has taken place. Data may also be used to update the CRM system from the “Communication & Networking” process. The retention time of that process applies. |
| 6. 3rd Parties & Transfer | Caterers Cloud storage system CRM system Email system Event app Event registration system Event venue Quiz system Survey system |
| 1. Purpose | To organise local events throughout the entire world in which EUR alumni can take part. A selected alumnus will be the designated chapter lead and will receive data of EUR alumni. |
| 2. Grounds | Consent – An alumnus can opt for his information to be shared with the chapter lead to be contacted for local events. |
| 3. Personal Data | First name and last name Career-related data: |
| 4. Source & How | • The data is shared from the CRM system and from the event registration system. |
| 5. Retention | The data is kept for 1 year by the chapter lead, after which it must either be updated or deleted. |
| 6. 3rd Parties & Transfer | CRM system Cloud storage system Email system Event registration system EUR alumni: Local chapter leads |
| 1. Purpose | EUR wants alumni to give back, either in the form of volunteering for speeches, educational projects or events, by mentoring current students or other alumni, or by assisting EUR in recruiting prospective students. |
| 2. Grounds | Legitimate interest – Alumni and are contacted to re-engage with EUR. Consent – an alumnus opts to re-engage. The alumnus can also submit this preference using the post-event surveys. |
| 3. Personal Data | First name and last name If alumnus, study data: Career-related data: Optionally: |
| 4. Source & How | Data is taken from the mentoring system, or from volunteer itself or the CRM system in case an alumnus ops to volunteer. |
| 5. Retention | The data is kept for 5 years on the mentoring platform. Data may also be used to update the CRM alumni database from the “Communication & Networking” process. The retention time of that process applies. |
| 6. 3rd Parties & Transfer | CRM system Careers platform Email system Event registration system Mentoring system Survey system |
| 1. Purpose | To raise funds to support the EUR and its initiatives in its goals to achieve societal impact. Students or alumni can also raise funds themselves via the fundraising platform for causes that support this goal. |
| 2. Grounds | Legitimate interest – To contact alumni and externals for fundraising. Contractual – An alumnus or external opts to pledge funds on the basis of specific terms and conditions. |
| 3. Personal Data | First name and last name If alumnus, study data: Career-related data: Optionally: |
| 4. Source & How | From the CRM system to contact, from the alumnus or contact itself via the fundraising platform. The fundraising platform communicates back to CRM system. |
| 5. Retention | Fundraising data is kept for 7 years. Data may also be used to update the CRM alumni database from the “Communication & Networking” process. The retention time of that process applies. |
| 6. 3rd Parties & Transfer | CRM system Erasmus Trust Fund |
| 1. Purpose | To keep track of specific alumni and relations to build EUR’s reputation worldwide and ensure they stay connected to the EUR either in the short or longterm, to pro-actively contact them for highlights in news items, to give speeches, or to take part in EUR advisory boards. |
| 2. Grounds | Contractual – legal arrangement between EUR and advisory board members. Legitimate interest - To contact relations or alumni and keep track of their development. Consent – The relation or alumnus can opt to engage with EUR. |
| 3. Personal Data | First name and last name Study-data Contact-data: Career-related data (current and former roles): Data used in publications or minutes: Network data through surveys: Engagement data: |
| 4. Source & How | From the CRM system, the alumnus or contact itself via the email system, or through personal interaction. |
| 5. Retention | The data is kept indefinitely, since EUR wants to connect with these alumni and contacts on a lifelong basis, and on the basis of the former guidelines of the Exemption Decision of the Law on the Protection of Personal Data (in Dutch: Vrijstellingsbesluit WBP, artikel 41). Data from advisory board notes is kept for 10 years, on the basis of the University Archive Law 2020, no. 18. Imagery is stored for the duration for which consent was obtained. An alumnus or contact may always opt-out of getting contacted by EUR, or may alter his/her preferences. |
| 6. 3rd Parties & Transfer | Caterers Erasmus Trust Fund |
1. Purpose | To perform statistical analysis, research and produce relevant reports that will facilitate a detailed understanding of the EUR Alumni Community. |
2. Grounds | Consent – Consent to store and process data is collected at the time of graduation and alumni have the opportunity to opt out at any time. Legitimate interest - : To improve the understanding of the EUR Alumni Community (in relation to the EUR’s strategic goals). |
3. Personal Data | First name and last name Study-data Contact-data: Career-related data (current and former roles): Data used in publications or minutes: Network data through surveys: Engagement data: |
4. Source & How | From the CRM system, the alumnus or contact itself via the email system, or through personal interaction. |
5. Retention | The data is kept indefinitely, since EUR wants to connect with these alumni and contacts on a lifelong basis, and on the basis of the former guidelines of the Exemption Decision of the Law on the Protection of Personal Data (in Dutch: Vrijstellingsbesluit WBP, artikel 41). Imagery is stored for the duration for which consent was obtained. An alumnus or contact may always opt-out of getting contacted or researched by EUR, or may alter his/her preferences. |
6. 3rd Parties & Transfer | Cloud storage system All ancillary companies and subsidiaries (for example all centres & BVs) fully owned by EUR and are members of the Bestuursconvenant between EUR-Holding/BVs. |