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Establishing Data Privacy Policy

  • 1.  Establishing Data Privacy Policy

    Posted 12-06-2019 10:36 AM
    Hi all,

    I was hoping to implement an official data privacy policy, something that hasn't existed at my school. Our Alumni/ae relations staff gets quite a few requests from alums asking for classmate contact information, unrelated to school initiatives ex. an alum just moved to western MA and wants to connect with other alums in area. We used to have a homegrown on-line directory but Communications disbanded that when they moved to a new website platform. We also had Evertrue but the small % of alums that signed up couldn't justify the expense.

    I've communicated to the Advancement/Development staff that we can't give out personal information unless we get permission from that alum. We can also refer them to Linkedin and other social media to search for their classmates. But, I know that the school needs an official data privacy policy to refer to. Our IT staff is mainly outsourced so they can't drive this initiative. A few questions:

    1) What process did you go through to implement your Data Privacy Policy? What stakeholders were involved? 

    2) I've seen some of the examples of privacy policies in the Fundsvcs library. Many are at the college level but I was hoping other independant schools might share their policies? I know they would likely be similar but I can usually make quicker headway if I can show what our peer schools are doing. 

    3) What software have others implemented that satisfy these types of requests for classmate information? Do you have any kind of alumni directory? Again, helpful to hear from independent schools too. 

    Thanks for you guidance as I try to implement and much needed policy. 

    Kate

    ------------------------------
    Kate Lynch
    Director of Advancement Services
    Concord Academy
    kate_lynch@concordacademy.org
    978-402-2450
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  • 2.  RE: Establishing Data Privacy Policy

    Posted 12-11-2019 09:04 AM
      |   view attached
    Hi Kate, 

    I will send our policy to you but to answer your questions:
    1) What process did you go through to implement your Data Privacy Policy? What stakeholders were involved? Our dept is new so we are still working on getting a number of policies instituted, including our Data Usage Policy. The attached draft was presented by our Dean of Institutional Advancement to me & our Headmaster for review. Once we're done reviewing, our Head will then present it to the board and once approved by the board it will be distributed to staff/faculty.  

    2) I've seen some of the examples of privacy policies in the Fundsvcs library. Many are at the college level but I was hoping other independent schools might share their policies? I know they would likely be similar but I can usually make quicker headway if I can show what our peer schools are doing. I've attached our draft policy.

    3) What software have others implemented that satisfy these types of requests for classmate information? Do you have any kind of alumni directory? Again, helpful to hear from independent schools too.   No software implemented yet, but we're vetting platforms now with the hopes of instituting something for FY21. We are just finishing up an alumni directory project with PCI (used to be Harris) which will provide a hard copy directory and an online version for the folks who bought in.  

    Thanks, 
    Betsy
    Betsy E. Jerram Melanson, JD, b-CRE
    Database Specialist                                     she/her/hers

    Pinkerton Academy 
    Old Academy Building
    5 Pinkerton St.
    Derry, NH 03038
    603.437.5200 x 5140  

    CourtesyRespectResponsibility






    Attachment(s)

    pdf
    DRAFT Data Use Pol.pdf   249K 1 version


  • 3.  RE: Establishing Data Privacy Policy

    Posted 12-18-2019 05:51 PM



    Hi Kate...  

    This is the link to our privacy policy: 

    https://support.rutgers.edu/about-us/contact-us/privacy-and-refund-policy/

    It was developed in consultation with legal counsel, and most recently with UK counsel for the GDPR aspects.  It is reviewed annually and sent to our GDPR covered constituents as part of our compliance efforts.  In addition, we are adding this link to our email footers.  Let me know if you have questions.  

    Terry

    Terry Callaghan 
    AVP, Strategic Advancement Solutions
    Rutgers University Foundation 
    aasp Executive Board

    ------------------------------
    Terry Callaghan
    AVP Information Technology, Records & Gift Process
    Rutgers University Foundation
    terry.callaghan@ruf.rutgers.edu
    ------------------------------