University of Brighton: Philanthropy and Alumni Engagement data and document... · analysis of data Philanthropy & Alumni Engagement (PAE) within ThankQ database Retention must comply

2018. Records Retention and all schedules can be found at https://staff.brighton.ac.uk/reg/legal/Pages/records.aspx

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University of Brighton: Philanthropy and Alumni Engagement Please note – the retention schedules apply to all records and are documented by record type. It is likely that departments will need to consult numerous schedules

Not adhering to the retention period could constitute a data breach and could put the University at financial risk, reputational risk and damage trust within our community. In the worst case there is a risk of individual disciplinary or criminal liability. CAY = Current Academic Year, CFY = Current financial year

https://staff.brighton.ac.uk/reg/legal/Pages/records.aspx


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Type of Record Retention Period Location Reason for Length of Period, and notes

Engagement with alumni and friends of the university

Records documenting the development and establishment of the institution’s strategy to engage with alumni and friends

Superseded + 5 years

Philanthropy & Alumni Engagement (PAE) on SharePoint

Records documenting the formulation of plans for the implementation of the institution’s strategy to engage with alumni and friends



Records documenting the development and establishment of the institution's policies and procedures for engaging with alumni and friends



Records documenting performance against the plans for the implementation of the institution’s strategy to engage with alumni and friends

Current year + 5 years


Records documenting the results of audits and review of the alumni/friends’ engagement function and responses to the results



Records containing personal data on individual alumni and friends, including details of PECR consent and communication preferences/unsubscribes

While current (or likely to be current)

Philanthropy & Alumni Engagement (PAE) within ThankQ database

Retention must comply with provisions of current UK data protection legislation and data subjects can request to opt out of data processing and ongoing communications

Summary (anonymised) statistical records of alumni



Records documenting the design, planning and production of official communications for alumni and friends

Issue of communication + 1 year




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Records of one off and regular communications with alumni and friends (email, post, telephone calls, social media)

Permanent Philanthropy & Alumni Engagement (PAE) within ThankQ database

Allows tracking of relationship

Records documenting enquiries from alumni/friends and the responses provided

Last action on enquiry + 1 year


Records documenting unsolicited feedback from alumni/friends, the internal handling of this feedback and the responses provided.

Last action on feedback + 1 year


Incoming data update forms – electronic and hard copy

Only held until data has been transferred to ThankQ database

Philanthropy & Alumni Engagement (PAE)

To ensure inputted data is correct. Then shredded/deleted

Records documenting the design and conduct of surveys for alumni and friends

Completion of survey + 3 years


Results of alumni/friends surveys: individual responses

Completion of analysis of survey responses


Results of alumni/friends surveys: summaries and analyses of responses

Completion of survey + 3 years


Records documenting the handling of complaints from alumni/friends

Last action on complaint + 3 years


Records documenting the planning and impact/results of institutional events for alumni and friends

Completion of event + 3 years


Records documenting the organisation and administration of institutional events for alumni

Completion of event + 1 year

Philanthropy & Alumni Engagement (PAE) on SharePoint and within ThankQ database



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Records documenting requests for contact details for alumni, action taken and the responses provided

Last action on request + 1 year


Ensuring activity is undertaken within current UK data protection parameters

Fundraising

Records documenting the development and establishment of the institution’s fundraising strategy



Records documenting the formulation of plans for the implementation of the institution’s fundraising strategy



Records documenting the development and establishment of the institution's policies and procedures for fundraising activity, including ethical consideration



Records documenting performance against the plans for the implementation of the institution’s fundraising strategy



Records documenting the results of audits and review of the fundraising function and responses to the results



Records documenting the design, conduct and summary results of fundraising campaigns

Last action on campaign + 5 years


Records containing details of individual responses to fundraising campaigns

Completion of analysis of data


Retention must comply with provisions of current UK data protection legislation

Records documenting the handling of enquiries about making donations to the institution

Last action on enquiry + 1 year


Records documenting donations to the institution including Gift Aid information


Philanthropy & Alumni Engagement (PAE) within ThankQ database and



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via paper records, stored in locked cabinets

Telephone campaign call/action sheets Only held until data has been transferred to ThankQ database

Philanthropy & Alumni Engagement (PAE)

To ensure inputted data is correct and all actions processed, then shredded

Summary profiles on fundraising prospects (individuals, trusts/foundations and corporate bodies)

While current (or likely to be current)


Retention must comply with provisions of current UK data protection legislation and data subjects can request to opt out of data processing and ongoing communications


Documents

University of Brighton: Philanthropy and Alumni Engagement data and document... · analysis of data Philanthropy & Alumni Engagement (PAE) within ThankQ database Retention must comply