Kennesaw State University And KSU Alumni Association Privacy Statement
The purpose of this Privacy Statement:
Our alumni, donors and supporters are extremely important to us, and this Privacy Statement explains how the Kennesaw State University Foundation, Inc. (the “Foundation”), the KSU Alumni Association (“Alumni Association”) and Kennesaw State University Advancement collect, store, manage and protect your data. It outlines the types of data that we hold and how we use it to provide services to our students, alumni, donors and supporters.
Who we are and what we do:
The Foundation and the Alumni Association are cooperative organizations of Kennesaw State University (“University”) as outlined in Section 6.17 of the Board of Regents Policy Manual of the University System of Georgia (“USG”). As cooperative organizations, we support the University through contact with alumni, students, donors and supporters of the University. We do this by offering a range of academic, social and networking events and publications, and we also fundraise to support the University’s students, teaching, research, and capital projects.
Full details of the University’s data protection policies are available here:
In the normal course of business, we process and store personal information relating to students, staff, alumni, and current and potential supporters and friends of the University, and we therefore adhere to University Data Security Policies (see above), including the European Union General Data Protection Regulation Compliance Policy, the Council for Advancement and Support of Education (“CASE”) Statement of Ethics, CASE Principles of Practice for Fundraising Professionals at Educational Institutions, and CASE’s Donor Bill of Rights.
The Foundation and the Alumni Association process the information outlined in this Privacy Notice in pursuit of our legitimate interests in:
- Communicating with students, staff, alumni, and current and potential supporters;
- Providing benefits and services to students, staff, alumni and supporters;
- Furthering the University’s educational charitable mission (which includes fundraising and securing the support of volunteers);
- Enabling the University to achieve its strategic and operational goals.
We may pursue these legitimate interests by contacting you by telephone, email, postal mail, text, or social media. Information about how you can manage the ways that we contact you, including how to opt out from some or all contact from the Foundation and the Alumni Association, is outlined in the ‘Your rights’ section below.
The data we hold:
- Name, title, gender and date of birth;
- contact details including postal address, email address, phone number and links to social media accounts;
- information about your time at the University and other academic institutions;
- your occupation and professional activities;
- your recreations and interests;
- family and spouse/partner details and your relationships to other alumni, supporters and friends;
- records of donations;
- records of communications sent to you by the Foundation or received from you;
- volunteering by you on behalf of the University;
- information about your wealth as it pertains to your ability to support our initiatives;
- media articles about you;
- information on your engagement in University meetings, events, groups or networks;
- information about your use of the Office of Alumni Relations website (https://alumni.kennesaw.edu/index.php), referral source, length of visit, number of page views, and navigation around our website;
The University does not store any credit/debit card details and is fully compliant with the secure handling of payment card information (PCI DDS standards).
How we use your data:
Unless you have requested otherwise, your data is accessible to the Foundation, the Alumni Association, and the college from which you graduated, and may be used and processed for a full range of alumni engagement and fundraising purposes. These include the following communications and marketing activities, which may be sent by postal mail, email, telephone, text, and social media:
- Sending University publications;
- Notification of alumni events;
- Fundraising programs;
- Promotion of discounts and services for alumni;
- Promotion of alumni and student mentoring services.
The Foundation and Alumni Association allow users to update their contact details securely online. Tools may be used to help us improve the effectiveness of the Foundation’s communications with you, including tracking whether the emails we send are opened and which links are clicked within a message. We monitor visits to our KSU affiliated websites and use feedback from users to improve our website and services.
Wealth screening, data analysis and updating your contact details:
The Foundation and the Alumni Association are registered 501(c)(3) organizations and to achieve our mission, we may gather information about you from publicly available sources – for example, Wealth Engine, Lexis/Nexis, and the Internet – to help us to understand more about you as an individual and your ability to support the University, including financially. We may carry out wealth screening, a process which uses trusted third-party partners to automate some of this work. You will always have the right to opt out of this processing. We may use information gathered from public sources or other departments, schools or faculties within the University alongside the information you provide to undertake analysis of who might support the University and to understand the preferences of our alumni and supporters or potential supporters about events, communication and services.
By doing this, we can focus conversations we have with you about fundraising and volunteering in the most effective way, and ensure that we provide you with an experience as an alumnus/a, donor, or potential donor that is appropriate for you. We also use publicly available sources to carry out due diligence on donors in line with the Foundation’s Gift Acceptance Policy.
We may carry out projects to find new contact details for alumni with whom we are not in contact to ensure the Foundation and the Alumni Association can remain in touch with as many of its alumni as possible. Some of our data may have been obtained from publicly available sources – for example, we may find a new address for you by using the USPS National Change of Address database (NCOA). Many of our alumni choose to manage and update their own details, which you can do securely online at:
If you provide us with contact details for a particular method of communication, we will assume that you have given us your consent for us to update your record and communicate with you using this information, unless you have told us otherwise. Contact details provided directly by you will update any previous preferences in relation to this channel unless you inform us otherwise. If you are registered with the Telephone Preference Service (TPS) but provide us with a telephone number, we will assume that we have your consent to call you on this number.
Fundraising is a key part of the Foundation’s work, and we are committed to working in a transparent, ethical, responsible, and honest way. To reflect this commitment, we are a member of the Council for Advancement and Support of Education (CASE) and the Association of Fundraising Professionals (AFP), and we will also always abide by our institutional Donor Privacy guidelines.
Protecting your data:
We are committed to holding your data securely and treating it with sensitivity. Your data is held in a database hosted on a secure server within the University network. This database is protected by multi-level authentication and access is restricted to individuals who need to see the data to carry out their duties at the University, the Foundation or the Alumni Association. Any individuals must sign a confidentiality agreement prior to receiving access to the Database. Access is limited to:
- employees of the Division of University Advancement (the KSU Foundation, Office of Development, Office of Alumni and Constituent Relations, and Office of Advancement Services);
- assigned IT support;
- select, approved colleagues from other areas within the University who work closely with the Foundation and the Alumni Association on the provision of services to alumni and supporters or potential supporters.
User access rights to the database are restricted according to individual job roles in order to ensure that users only see information relevant to them. This access is reviewed on a regular basis.
Unless we have a legal obligation to do so, we will not disclose your data to individuals, organizations or other entities outside the University, Foundation or the Alumni Association other than those who are acting as agents for the University, Foundation or the Alumni Association. All external entities with whom data is being shared and to whom we are not legally bound must sign a contract and/or a confidentiality and non-disclosure agreement before any data transfer takes place. We do not sell or trade your data with any other organizations. The KSU Foundation and Alumni Association have affinity service partner relationships. Use of alumni data by the partner is limited to the sole purpose of offering benefits to the alumni, and any data shared with the partner must be returned or destroyed at the end of the contract. Individual alumni may request information regarding other alumni for purposes related to “nest” communities through the Alumni Association. All “nest” activities must be approved and coordinated in association with the Office of Alumni & Constituent Relations. You may ask us to cease sharing your data with affinity partners.
For further clarification on disclosures, while the State of Georgia has an Open Records Act that requires that public records of state agencies be open for inspection and copying, donor records or potential donor records are an exception to this statute, unless the donors are actually “transacting business” with the educational institution. O.C.G.A. Section 50-18-72(29)(Mitchie 2013).
The Foundation and the Alumni Association consider the relationship with alumni and supporters to be lifelong, and we will hold your details until you tell us you no longer wish us to do so. We will always try to ensure that the data we hold for you is up to date, reasonable and not excessive. You will always have the right to:
- Be informed as to how we use your data (via this Privacy Statement);
- Access or request a copy of the data we hold about you;
- Update, amend or rectify the data we hold about you – you can manage your own data
- Change your communication preferences at any time to restrict how we process your data;
- Opt out of some or all communication from the Foundation;
- Withdraw consent, where it is used as a legal basis for processing;
- Object to or restrict the processing of your information for any of the purposes outlined above.
The Foundation reserves the right to contact donors to conduct our legitimate business of managing and stewarding donors' gifts. If you have any questions about this Privacy Statement, or would like to receive a copy of the information, please contact:
Via postal mail:
Kennesaw State University Foundation, Inc.
Attention: Lance Burchett
Vice President for University Advancement/CEO of the KSU Foundation
3391 Town Point Drive, MD 9101
Kennesaw, Georgia 30144
Changes to the Privacy Statement:
It may be necessary to change this Privacy Statement from time to time. We reserve the right to modify it. Please visit our website for the most-up-to-date Privacy Statement.
4819-9644-0986, v. 1