Alumni privacy notice

This notice applies to the members of University of Pretoria’s alumni associations and Convocation.

Our students and alumni are at the heart of everything we do. That is why we have created this privacy notice to help you understand how we collect, use, and protect your personal information.

We may need to update this notice periodically, but we will let you know when we do.

If you have any questions about this notice, please email us at [email protected]

1. What personal information we collect and generate

We collect personal information that helps us identify you as a member of a recognised alumni association of the University of Pretoria and the Convocation, and stay in touch with you.

We collect:

Your contact information (name, address, phone numbers, email)
Your ethnic group
Your background information (UP qualifications and residence)
Your identity document or passport number
Your interests and hobbies
Your occupation, job title and industry

We generate personal information about you in the form of records.

We generate:

Records of your participation in events
Records of your membership and participation in Convocation and alumni groups

2. When and why we collect and process your personal information

2.1 We process your personal information to conclude a contract and meet contractual obligations

We need your personal information to provide UP Alumni services.

You participate in alumni activities
You are a member of the Alma Mater Fund
You access our buildings using access cards or biometrics
You use Alumni Connect (see privacy notice)
You join alumni clubs or interest groups
You register for university events

2.2 We process your information because it is in your/our legitimate interest, legally required, or with consent

Legitimate interest	Responding to queries via social media, email or telephone Publishing graduation details and awards
Legal requirement	Reporting to government and funding agencies Facilitating national graduate surveys Keeping personal information accurate and up to date
Consent	Newsletter and Tukkie Magazine subscriptions Research participation Verification of academic qualifications

2.3 Further processing

Historical, statistical and research purposes

Institutional and research surveys

3. Sharing your personal information

We only use trusted service providers under contract.

Communication services
Academic and event management
Monitoring service effectiveness
Business and professional services
IT services
Teaching and learning platforms

Some providers are located outside South Africa and are contractually required to protect your data.

Legal disclosure may occur where required (e.g., Higher Education Act 101 of 1997).

4. Security of your personal information

We implement reasonable security measures.	Prevent loss and misuse Prevent unauthorised access Prevent alteration and destruction
We tailor security to the sensitivity of the data.	We regularly monitor for vulnerabilities.
We notify you of serious breaches.	We also explain how you can reduce the impact.
You can help keep your data secure.	Avoid sending sensitive information by email. Rather call us or use official contact forms.

5. Your rights

If you have questions, email [email protected]

We may take up to one month to respond.

Ask what we know about you	Know how and why we use your data
Access your personal information	Email [email protected] (a fee may apply)
Correct your information	Request updates or corrections
	Request deletion of your data
	Request portable data
	Object to processing
	Object to automated decisions
	Request human review of decisions
	Restrict how we use your data
Unsubscribe	You may unsubscribe from marketing at any time.

Published on 30 June 2022