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Privacy Notice

About our Privacy Notice

Arup Alumni is about staying in touch with our ex-staff members and giving them the ability to connect with each other. This website collects personal data about you to enable us to do this. As part of Ove Arup & Partners International Ltd (Arup), we are committed to protecting and respecting your privacy and rights under data protection law.

This Privacy Notice explains what personal information we hold about you, how we collect it, and how we use and may share information about you. It relates to any personal information we receive from our website, or you provide to us by any format.

There may be other privacy notices or terms and conditions that apply to certain services we provide or events we run. Please always read these when you participate in these events or register for these services.

This Privacy Notice does not apply to any other portals or sites you might be directed to from our alumni website. 

Personal data that we collect in relation to you

The personal data that we collect may include (but is not limited to):

  • Your name
  • Your e-mail address and contact information
  • IP address and other online identifiers
  • Location data
  • Employment data e.g. how long and when you were employed by Arup
  • Event attendance, dietary requirements and accessibility requirements e.g wheelchair access, hearing/induction loop etc 

How we collect your personal data

Your information is securely collected by Enterprise Alumni (EA).  EA is a third-party provider of the alumni software platform. The types of information we collect about you depends on how you interact with us. There are three ways in which we may collect your personal information:

  • Directly from you, when you provide profile data or other content.
  • Automatically from your interactions with our communications and website

Please see below few scenarios to explain this: 

  • If you contact us (e.g. by telephone, e-mail, instant messenger) we may collect your personal data and process it in accordance with this notice. This may include discussing matters with you in relation to an enquiry about our services or events we invited you to, or because you have subscribed to our newsletter or requested a report from us.
  • If we speak with you via one of our preferred video-conferencing platforms such conversations may be recorded and, in such instances, we may store your personal recorded data as part of that interaction. You will always be informed that a call is being recorded. This may be retained by us as communication data, in accordance with this privacy notice.
  • If you use our website (alumni.arup.com and any of our microsites), including forms submitted through the website, account sign-ups, surveys or otherwise through the use of cookies, as set in Cookies Policy. 

How we Use Your Personal Information

Generally, we use your personal data for the following purposes:

 To provide you with Alumni updates or news services (eg, newsletter). This allows us to tell you about new activities or services that may be of interest to you. We use a number of external companies (e.g. Enterprise Alumni) to help us provide such marketing services. However, these companies are prohibited from sharing your data with any other company. This means that by consenting to receive marketing from us, we are forwarding your consent to receive marketing communications from other parties. 

  • To maintain and improve our Services and our Websites’ infrastructure
  • To enable you to partake in our events or job postings.

Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is legitimate interests. 

However, please note that we may process your personal data without your knowledge or consent, where this is required or permitted by law. 

If we decide we would like to use your personal information for other purposes, we will obtain your consent as required.  

How we store your personal information 

Your information is securely stored within Enterprise Alumni (EA). EA stores data on servers in Frankfurt, Germany, EA. 

We keep verification data for 3 years after you leave Arup. If, at the end of 3 years, you have not joined Arup Alumni, your data will be permanently deleted. 

When you create a profile on EA, this will be retained until you ask us to delete your profile.

Your Rights

Under the General Data Protection Regulation, you have a number of important rights. In summary, you have the right to:

  • Access your personal data 
  • Correct any errors in the data that we hold about you
  • Request that we delete your personal data subject to certain limitations
  • Require -in some circumstances- that we restrict the way we process your personal data or object to its processing.
  • Withdraw the consent you provided to process some or all your information, this might result in us not being able to provide you with our services any longer.

For further information on each on your rights, please see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the General Data Protection Regulation: Individual rights | ICO

Please note that you can unsubscribe from any newsletters or marketing. You can do this at any time by clicking the ‘Unsubscribe’ option at the bottom of our emails. If you're having any issues unsubscribing, please email ArupAlumni@arup.com. Please note it may take up to 14 days for your request to be fulfilled and you may continue to receive our emails during this period.

Contact us about this Privacy Notice

If you have any feedback, questions, or concerns about this privacy notice, or how we have used your personal information, please contact us using using the contact us link in the footer of the homepage: https://alumni.arup.com/

How to complain

If you are not satisfied with our use of your personal information or our response to any request by you to exercise your rights, the General Data Protection Regulation gives you the right to lodge a complaint with a supervisory authority.  

We view the UK data protection regulator, the Information Commissioner's Office (ICO), as our lead data protection supervisory authority. The ICO’s details are below: 

Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Changes to the Privacy Notice

This privacy notice is published on 22/03/2022. We might update this policy and these changes will be posted on the alumni platform. Where changes are significant, we may also email you.