Data and Privacy

Privacy Statement - alumni communications

This privacy statement was last updated on 17 May 2018.

Your privacy is very important to us. In this privacy statement we explain what we in the Alumni Office of Maastricht University do with information that we process about you. We ensure that the personal data that we process is treated as confidential and will therefore only process your personal data in accordance with privacy legislation. Amongst other things, this means that:
• we make it clear for what purposes we process personal data.  We do this through this privacy statement;
• we only collect such personal data as is necessary for legitimate purposes;
• we ask you for your express consent before processing your personal data in cases where your consent is required;
• we take appropriate security measures to protect your personal data and require partners that process personal data on our behalf to do so too;
• we respect your right to ask us to grant you access to, correct or erase your personal data.

Maastricht University is the data controller for data processing purposes. In this privacy statement we explain what personal data we collect and use and for what purpose. We recommend that you read this policy carefully.

Alumni communications
If you have studied with us, we will hold personal data on you. Some of this data we are legally obliged to keep, so we can prove that you obtained a qualification from us, for example. Other data we keep so we can stay in contact with you. We use the following data for this purpose:

Name and address, telephone number, email address, gender, date of birth, nationality, language preference, academic information (e.g. what you studied and the year you graduated), career information and information about events that you attended. Your data is stored in our alumni database. This database is also available to you via our UM Alumni Portal. You can adjust your data yourself.
We have a legitimate interest in processing this data, i.e. keeping in contact with alumni. We would like to keep in contact with you as an alumnus, so we can keep you up to date with new activities and events at our university and developments in your own particular field. If you do not want us to process your personal data as an alumnus, you can object to such processing (see also the section entitled ‘Your rights’). You can exercise these rights without unsubscribing from newsletters.

We would like to keep you up to date with developments that relate to the university. We would also like to invite you to events that we organise. We do this by post and by email. You can withdraw this consent at any time - there is an unsubscribe link in every email. And every newsletter that we send out by post tells you what to do to stop receiving these newsletters.

Transfer to third parties
We forward your personal data to the Limburg University Fund, which is affiliated to the university. They use your data to contact you about university activities and financial contributions. This is based on the legitimate interest. The University Fund will only send you newsletters by email if you have consented to this. Apart from that, we do not transfer your personal data to other companies or institutions unless this is necessary for the performance of our public task or if we are required to do so by law (e.g. if the police require us to do so in the event of a suspected crime).

We adopt security measures to limit the misuse of and unauthorised access to personal data. For example, we ensure that only those individuals who need to have access to your data can access them, that access to the data is protected and that our security measures are regularly checked. In addition, we use secure connections for the secure transfer of your data and for communications.

Retention periods
We will keep the personal data that we process in the context of alumni communications until such time as we are advised of your death or you request otherwise. See the section on ‘Your rights’.

Changes to this privacy statement
If the way we work changes, clearly we will have to adjust this privacy statement accordingly. You should therefore always check the date above and regularly check for new versions. We will do our best to announce any changes individually.

Your rights
If you have a query or want to know what personal data we hold on you, you can contact us at any time via email alumni[at]maastrichtuniversity[dot]nl.
You have the following rights for which you can submit a request:
• access to the personal data that we process on you
• correction of errors
• erasure of out-of-date personal data


Change your data
The Alumni Office may adjust your personal data on the basis of information supplied by you to the Alumni Office, where you have given us permission to process it. You can also change your data yourself via the UM Alumni Portal.