Privacy Notice - Alumni Processes

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:

  1. For what purpose we process your personal data;
  2. What our legal ground for processing the data is;
  3. Which personal data we process from you;
  4. Where we get that personal data from;
  5. How long we will retain your personal data, and;
  6. Which 3rd parties are involved in the processing of personal data.
 Alumni ProcessDescription
1Communications & 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.
2Specific Surveys/RankingsEvaluating whether a Programme met expectations, quality requirements, and whether the Programme had career-related consequences.
3Events (graduation, reunion, lifelong learning)Organising events, including inviting, registering, hosting and surveying attendees. Attendees can include students, alumni and externals.
4Alumni chaptersTo 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.
5Re-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.
6Fundraising – alumni & externenTo 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.
7Specific Alumni/Relations & Advisory BoardsTo 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.
  • 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. GroundsLegitimate 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
    Gender
    Title
    Nationality
    Date of birth
    City of birth
    Social media links

    Study-data
    Completed programme
    Specialisation(s)
    Graduation date
    Student number

    Contact-data:
    Personal email address
    Phone number
    Home address
    Postal code
    City of residence
    Country of residence

    Career-related data (current and former roles):
    Job title
    Company name
    Company address
    Functional area
    Functional industry
    Job start date
    Job end date

    Data used in publications:
    Imagery
    Personal testimonials

    Engagement data:
    Communication preferences
    Engagement preferences
    Email clicking behaviour
    Event registrations/attended events

    4. Source & How 

    From data already known to EUR:
    Personal details have been used during an alumnus’ enrolment at EUR. From the Student Information System, these details are forwarded to the CRM system.

    From the alumnus itself, through:
    Completing an EUR programme
    Updating information on an EUR form
    Registering for events or other EUR initiatives
    Personal interaction with EUR employees

    Career-related data, also through:
    Business cards
    LinkedIn
    Media reports

    Imagery, through:
    Photographs taken during the Programme
    New photographs by photographers

    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
    Careers platform (RSM alumni)
    Cloud storage system
    CRM systems
    Designing company
    Email system
    Event registration system
    Media Channels:
    Mentoring platform
    Photographers
    Postal company
    Printing company
    Publishing company
    Social media

    EUR alumni:
    Local chapter leads

    Erasmus Trust Fund
    Erasmus Alumni Trust

     

  • 1. PurposeEvaluating 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
    Personal email address
    Personal testimonials
    Preferences & interests (personal and professional) with regards to future events

    Furthermore, optionally, the following data may be requested:

    Social Media data:
    Links to social media profiles, to (with specific opt-in) show to future/current/former students.

    Career-related data, including:
    Company name
    Company location
    Company industry
    Job title

    Job offers, including:
    Company name
    Company location
    Company industry
    Job title

    Salary data, including:
    Original salary upon starting the Programme
    Base salary
    Vacation pay or other guaranteed compensation
    Bonuses

    Job searching data (Y/N), including:
    Undertaken interviews/internships/activities
    Faculty referrals
    Alumni referrals

    HR contact new employer:
    First name and last name
    Job title
    Telephone number
    Email address

    Optionally: Internship data:
    Company name
    Duration
    Company location
    Company industry
    Job title
    Compensation

    4. Source & HowContact 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
    CRM system
    Email system
    Ranking bodies
    Survey system
    Erasmus Alumni Trust

     

  • 1. PurposeOrganising 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
    Personal email address
    Phone number
    Country of residence
    Event registration tag/previously attended events
    Functional industry
    Dietary requirements
    Functional impairments

    If alumnus or student, study data:
    Completed programme
    Specialisation(s)
    Graduation date

    Career-related data:
    Job title
    Company name

    Optionally:
    Company address
    Functional area

    Anonymous data unless email address is submitted:
    Post-event survey data, including engagement data, preferences & interests (personal and professional) with regards to future events. 

    4. Source & How

    Alumni are contacted using the CRM system and email system.

    From the participant itself, through:
    •    Registering for the events or other EUR initiatives;
    •    Personal interaction with EUR employees at/before/after the event.

    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 & TransferCaterers
    Cloud storage system
    CRM system
    Email system
    Event app
    Event registration system
    Event venue
    Quiz system
    Survey system

     

  • 1. PurposeTo 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. 
    Contractual: The alumni chapter lead has a contract with EUR.

    3. Personal Data

    First name and last name
    Completed programme
    Graduation date
    Personal email address
    Phone number
    City of residence

    Career-related data:
    Job title
    Company name

    4. Source & How•    The data is shared from the CRM system and from the event registration system.
    5. RetentionThe data is kept for 1 year by the chapter lead, after which it must either be updated or deleted.
    6. 3rd Parties & TransferCRM 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
    Personal email address
    Phone number
    Country of residence
    Functional industry
    Activity on the mentoring platform (requested interactions, completed consultations)

    If alumnus, study data:
    Completed programme
    Specialisation(s)
    Graduation date

    Career-related data:
    Job title
    Company name

    Optionally:
    Company address
    Functional area

    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
    Personal email address
    Phone number
    Country of residence
    Functional industry
    Bank account number
    Amount donated

    If alumnus, study data:
    Completed programme
    Specialisation(s)
    Graduation date

    Career-related data:
    Job title
    Company name

    Optionally:
    Company address
    Functional area
     

    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
    Email system
    Fundraising platform

    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
    Gender
    Title
    Nationality
    Date of birth
    City of birth
    Social media links
    Dietary requirements

    Study-data
    Completed programme
    Specialisation(s)
    Graduation date
    Student number

    Contact-data:
    Personal email address
    Phone number
    Home address
    Postal code
    City of residence
    Country of residence

    Career-related data (current and former roles):
    Job title
    Company name
    Company address
    Functional area
    Functional industry
    Job start date
    Job end date

    Data used in publications or minutes:
    Imagery
    Personal testimonials

    Network data through surveys:
    Who-knows-who
    Who interacts with whom (e.g. contacting, negotiating)

    Engagement data:
    Communication preferences
    Engagement preferences
    Email clicking behaviour
    Event registrations/attended events

    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
    Cloud storage system
    CRM system
    Designing company
    Email system
    Flower company
    Media Channels:
    Photographers
    Postal company
    Printing company
    Publishing company
    Social media

    Erasmus Trust Fund
    Erasmus Alumni Trust