General Alumni and Friends Privacy Notice Information
This Alumni and Friends Privacy Notice contains important information regarding our privacy practices and the choices we offer to our valued alumni and friends with regard to your rights and our obligations over the processing of your personal data. It is important that you read this Privacy Notice, together with any other privacy notices we may provide for specific circumstances when we are collecting or processing information about you and we encourage you to revisit this Notice from time to time to stay informed of changes.
This Privacy Notice is effective from November 2024. We may update this Privacy Notice at any time.
If you have any questions regarding this Privacy Notice or any of our related privacy policies, please do not hesitate to contact your campus Privacy Manager or the Global IT Governance, Risk and Compliance Department (GRC) by phone or email using the contact details provided at the end of this document.
Information about how we use the personal data of students is covered in a separate document Webster Student Privacy Notice. Other non-EU Webster international campuses may also have their own privacy notices reflecting national legislation.
At Webster, we may collect personal data from or about you in a number of ways, for example:
- From the information you voluntarily provide to us: when you are graduating from one of our programs as you complete graduation-related processes and procedures, elect to receive electronic communications, sign up for an alumni event, make enquiries, raise concerns, or share what is going on in your life, make a donation to the University, or otherwise communicate with us by telephone, email, or via our websites.
- From the information you voluntarily provide to our relationship partners.
- From the information we receive from other third-party entities who may provide us with reference information where you have granted them permission to do so.
- From publicly available sources of information.
We may collect and process the following types of personal data about you when you become an Alumni at Graduation:
- Your name and contact information, such as your address, email address, and telephone numbers.
- Your date of birth, degree subject, the dates your degree started and completed with final class of degree. This may be transferred from your student record.
- Financial and tax information necessary to process philanthropic and research funding donations and contributions.
- Family or personal circumstances such as employment position, career advancement and dietary/mobility requirements (when you register for an event).
- Your preferences and options that you have selected to be of interest to you (e.g., whether you wish to volunteer, donate, or other support you wish to provide).
We use your personal data to:
- Identify you in our records and perform essential administration activities
- Keep a record of your relationship with Webster.
- Communicate with you for marketing, promotional and fundraising purposes.
- Invite you to events and reunions, and to provide you with the services, Webster news and information you have requested.
- Ensure we know how you prefer to be contacted.
- Promote the benefits and services available to alumni and friends.
- Fundraise.
- Provide you with information relating to scholarships, bursaries and other study and advancement initiatives where relevant to you.
- Obtain your contributions to furthering the work of the University, including:
- Where you provided us with articles and testimonials for publication or where we have written them for you, and you have approved them.
- Asking you to provide support in a non-financial capacity (e.g., offering professional training placements, careers advice and help with student recruitment).
- Deal with complaints and enquiries.
- Enable archiving for historical interest and statistical purposes.
For the purposes referred to in this Privacy Notice and relying on the bases for processing as set out below, we may share your personal data with our relationship partners where it is necessary to do so in order to enable your participation in certain advancement initiatives. We will not share your personal data with certain third parties if you ask us not to, but this may impact your ability to participate. Please refer to the ‘Your Rights with Respect to Your Personal Data’ section below for more information.
Our partners may also process your personal data through the collaboration initiatives we operate as joint controllers. This means that we (and they) independently determine the purposes and manner in which your personal data is processed.
We are not responsible for the privacy practices of third parties with whom we do not partner, nor can we endorse or take any responsibility for all the privacy practices or policies of our relationship partners. You are advised to check the privacy practices and policies of each third party with whom you independently choose to share your personal data.
Our third-party recipients include:
- Third parties who are contracted to help us provide Alumni services such printing, event management, catering, hospitality, commemorative clothing, photography and staffing.
- Organizations providing IT, security, communications and data services and operating software on our behalf.
- Internal and external auditors and consultants
- Professional and regulatory bodies and governmental departments and agencies where we have a legal obligation to provide information, e.g., for the prevention or detection of crime purposes.
- Third-party organizations contracted to perform surveys on our behalf.
We do not sell or rent your personal data or share it for any other purposes unless required to do so by law.
We rely upon your consent for processing your personal data for the promotion and marketing of Alumni services. You provide your consent, and your communications preferences typically as part of the Webster graduation and you may withdraw your consent or amend your communications preferences at any time by informing your campus Privacy Manager or GRC by phone or email using the contact details provided at the end of this document.
We may rely on the lawful basis of a legal obligation where a law, court order or other judicial or administrative process requires us to provide your personal data to a government authority or regulatory body or where this is necessary to pursue or defend legal claims. This includes:
- To meet our compliance, regulatory, and reporting obligations, such as compliance with anti-money laundering laws, accreditation requirements and public safety.
- For the prevention and detection of crime.
- To assist with investigations (including criminal investigations) carried out by law enforcement bodies and other competent authorities. We also may process your personal data where it is necessary to protect your or another person’s vital interests.
- To manage Webster’s legal obligations in relation to whistleblowing, please refer to the Whistleblowing Compliance Reporting Hotline webpage.
We may also process your personal data because it is necessary for the legitimate interests of Webster:
- In performance of our duties in carrying out our mission, vision, and values, our strategic plan and our policies and community expectations.
- To monitor and evaluate the performance and effectiveness of the University.
- To maintain and improve the academic, corporate, financial, and human resource management of the University.
- To promote equality and diversity throughout the University.
- To seek advice on our legal rights and obligations and to identify, contact, or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) our rights or property, other students or faculty, visitors to the University, or anyone else who could be harmed by such activities.
- To manage our accounts and records.
Some of the personal data we process about you will be transferred to, and stored at, a destination outside the European Economic Area (EEA) and Switzerland. This happens, for example, where it is processed by Webster staff operating outside of the EEA or Switzerland or by one of our vendors who help us to perform our operational activities. Where personal data is shared or accessible by a Webster vendor, those organizations are subject to stringent due diligence evaluations and contractual restrictions on how they use and protect your personal data and your rights.
In these circumstances, your personal data will only be transferred on at least one of the following bases:
- Where it is lawful and necessary in conducting our duties in carrying out our mission, vision, and values, accomplishing our strategic plan, and fulfilling our policies and community expectations.
- Where the transfer is occasional and necessary in relation to a contract or a legal claim.
- Where the transfer is made on the basis of an adequacy decision.
- Where the transfer is subject to one or more appropriate safeguards for international transfers prescribed by applicable law.
- Where the transfer is necessary for the execution of a contract with you or in order to take steps at your request prior to entering into a contract.
- Where you have provided explicit consent for the transfer.
Please tell us promptly about any changes to the personal data you have voluntarily provided to us by contacting Webster University´s Office of Advancement and/or GRC. For contact details please see below.
We will retain your personal data for as long as needed to meet the uses described in compliance with legal document retention obligations. Even where you have exercised one of the rights listed below with respect to your personal data, we may have the right to retain your personal data for compliance with a legal obligation, for the performance of a task carried out in the public interest, for archiving purposes in the public interest, for scientific or historical research purposes, for statistical purposes, or for the establishment, exercise, or defense of legal claims.
Where the EU General Data Protection Regulation (GDPR) applies to the processing of your personal data, you have the following rights:
- To be informed about our processing of your personal data (this Notice).
- A general right to have your personal data processed securely.
- To obtain access to the personal data that we hold about you.
- To object to processing on grounds relating to your personal data where you feel processing by us has a disproportionate impact on your interests, rights, and freedoms.
- If you believe that your personal data is, or has become, incorrect or is incomplete, you may request to review, revise, correct, or update any of the personal data we may hold about you free of charge.
- To restrict the processing activities related to your personal data (and where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal).
- To request that we erase your personal data.
- To have personal data, which you have voluntarily provided to us, produced in a structured, commonly used, and machine-readable format, including for the purpose of transmitting it to another party.
- To lodge a formal complaint to your national EU Data Protection Supervisory Authority if you believe we have not fulfilled your rights and to seek judicial remedy for harm or distress arising from such a breach.
- To require us to obtain your consent to send you marketing communications and to withdraw your consent for such communications at any time without constraint.
Please note:
- That the individual rights described are not absolute, and we may be entitled to refuse requests where certain exceptions apply. If you have given your consent and you wish to withdraw it, please contact your campus Privacy Manager or GRC by phone or email using the contact details provided at the end of this document.
- That where our processing of your personal data relies on your consent and where you then withdraw that consent, we may not be able to provide all or some aspects of our services to you and/or it may affect the provision of those services.
If you have any questions about your rights regarding your personal data or wish to exercise any of the rights granted to you, please let us know by contacting your campus Privacy Manager or GRC by phone or email using the contact details provided at the end of this document.
This Privacy Notice is not directed to children under the age of eighteen (18), and we do not intentionally seek, nor do we knowingly process, personal data from children or minors as defined by the Children’s Online Privacy Protection Act (COPPA) and equivalent legislation to protect children’s data in any jurisdiction in which we operate, without the consent of a parent or legal guardian.
Webster takes reasonable and appropriate organizational and technical security measures to protect personal data from loss, misuse, unauthorized access, disclosure, alteration, and destruction, taking into due account the risks involved in the processing and the nature of the personal data.
Webster reserves the right, at our sole discretion, to change, modify, add, remove or otherwise revise portions of our policies and this Privacy Notice at any time, consistent with the requirements of applicable law. When we do, we will post the revision(s) on our website. If we change the Privacy Notice in a material way, we will provide appropriate notice to you. The "Effective Date" at the top of this Privacy Notice reflects the date of the most recent revision.
Webster University is committed to answering your questions, resolving complaints about your privacy and our processing of your personal data. If you have an enquiry or complaint regarding this Privacy Notice, you should first contact privacy@webster.edu. In the event that a resolution cannot be reached, you may also contact your local data protection authority which may investigate your complaint further.
Austria
Österreichische Datenschutzbehörde
Wickenburggasse 8
1080 Vienna
Greece
Data Protection Authority Offices
Kifissias 1-3,
115 23 Athens
Switzerland
Office of the Federal Data Protection and Information Commissioner
Feldeggweg 1
CH - 3003 Berne
The Netherlands
Autoriteit Persoonsgegevens
Postbus 93374
2509 AJ DEN HAAG
If you have questions about our University Privacy Statement, this Privacy Notice, our privacy practices or any other aspect of your privacy and the security of your personal information, please contact your Privacy Manager or GRC by phone or email using the contact details provided below.
Webster University Global IT GRC Department — Privacy Governance Program
Director Global Technology, Risk, Compliance and Privacy
Edna Schick-Bodrič
Palais Wenkheim Praterstr. 23, 1020 Vienna, Austria
Tel. +43 12 699 293 4334
edna.schick-bodric@webster.ac.at/privacy@webster.edu
Webster University Global IT GRC Department — Privacy Governance Program
Global GRC and Privacy Operations Manager
Ellie Despotaki
Ipitou Str. No 9, Athens 105 57, Greece
Tel. +30 211 990 5302
despotakie@webster.edu/privacy@webster.edu
Webster University Office of Advancement
470 East Lockwood Ave., St. Louis, MO 63119, USA
Tel. +1 314 968 7148 / +1 800 305 ALUM
giving@webster.edu
Vasilis Botopoulos
9 Ipitou Str., Athens 105 57, Greece
Tel. +30 211 990 5300
privacy@webster.edu
Christian Aduamoah
15, Route de Collex, 1293 Bellevue, Switzerland
Tel. +41 22 959 80 00
caduamoah18@webster.edu
Gaga Gvenetadze
82 I. Chavchavadze Avenue, Tbilisi 0612, Georgia
Tel. +995 598 389 037
gagagvenetadze@webster.edu
Chris (Mac) McDonnell
Boommarkt 1, 2311 EA Leiden, The Netherlands
Tel. +31 71 516 8000 x4526
mcdonnell16@webster.edu
Shakhnoza Kholmatova
13 Alisher Navoiy Str., Tashkent 100011, Uzbekistan
Tel. +998 55 505 0066
shakhnozakholmatova@webster.edu
Isabella Weber
Palais Wenkheim Praterstr. 23, 1020 Vienna, Austria
Tel. +43 1 269 9293 4333
isabella.weber@webster.ac.at