Alumni Privacy Notice
Privacy Notice For The Division Of Advancement And Montclair State University Foundation
The Montclair State University Foundation, Inc. (“Foundation”) and the Montclair State University (“University”) Division of Advancement (“Division”) have served the University in a variety of ways over its 100+ year history. The primary mission of the Division is to manage marketing, communications, fundraising and outreach to its constituents which includes alumni, donors and others (collectively its “constituents”). The Foundation operates as a separate legal entity and its primary mission is fundraising to support the University and its students.
The Foundation and Division understand that collecting, storing and tracking personal information is a sensitive topic, and are committed to safeguarding its privacy. This Privacy Notice addresses concerns about personal data collection and provides information about what is collected and how it is used. Please contact Jeanette Hanlein, Executive Director of Advancement Services at email@example.com or 973-655-7066, with any questions or concerns regarding this policy.
Why Is Personal Information Collected?
The Foundation and Division strive to provide meaningful value in its programs and services to build upon the relationship that is established with the alumnus/a as a student. Building this relationship is key to the continued success of the University’s students and alumni, by acquiring and maintaining information about constituents, communicating professionally and regularly to constituents with meaningful messages engaging constituents in programs, by offering services which add value to their lives, and by fundraising in support of the University.
What Information Is Collected?
Personal Information is information that personally identifies you or from which you could be identified. This may include your name, address, telephone number, email address, and profession or occupation.
The University and Foundation collects, exports and uses personal information to manage your relationship and to better serve you by personalizing your experience and interaction. The University and Foundation may collect your personal information through your use of websites, web-based application, or when you complete an online form. Personal information does not include Aggregated Information or non-personally Identifiable Information.
Who Has Access to Collected Information?
For alumni, donors and constituents, we may disclose information to select third party relationships as follows:
Consent. We may disclose information to third parties if we have your consent to do so.
Required by Law. We will share your information with third parties to the extent we are required to do so by law, court order, or subpoena.
De-Identified and Aggregate Information. We use and disclose information about our donors and constituents in de-identified or aggregate form without limitation.
University Affiliated Programs and Service Providers. We may share information with third parties that are affiliated with the University for the purpose of contacting you about goods, services, charitable giving or experiences that may be of interest to you. We may also use third parties who have entered into a contract with the University to support the administration of Foundation and Division’s operations and policies. In such cases, we share your information with such third parties on the condition that they use it only for the purposes for which it was shared, they keep it confidential, and they safeguard it from unauthorized disclosure.
Public Information. Information may be shared with third parties without your consent if you have manifestly made it public.
For our constituents residing in the EU – Our Compliance with the European Union General Data Protection Regulation (EU-GDPR)
The GDPR provides additional protections to personal data created in or sent from the European Union. Montclair State University has constituents, including alumni, from all over the world, and the Foundation and Division may process personal data from the EU for marketing purposes. The GDPR stipulates that consent to process personal data must be freely given in an intelligible and easily accessible form, using clear and plain language. If you are an EU citizen, wishing to provide or withdraw consent to the University to process your personal information, please visit the GDPR Consent form (https://montclairconnect.org/consent-form).
Requests to amend or destroy your personal information must be submitted to: firstname.lastname@example.org. The manner of destruction shall be appropriate to preserve and ensure the confidentiality of your information given the level of sensitivity, value and criticality to the University and/or the Foundation.
How Your Information Is Stored and Secured
The Foundation and Division use administrative technical and physical security measures to protect personal information, taking into account the nature, scope, context and purposes of the processing and the risks of varying likelihood and severity for your rights and freedoms.
Retention of Your Information
Your information will be retained by Advancement in accordance with the applicable retention periods in the Record Retention Schedule adopted by the State of New Jersey, Department of the Treasury, Division of Revenue and Enterprise Services – Record Management Services that is applicable to 4 Year Colleges and Universities, and in accordance with the Records and Retention Policy established by the Foundation pursuant to the requirements of the U.S. Internal Revenue Service.
Some features of the University web-site, which includes the presence of the Foundation, enable credit card transactions, and the submission of personal information which is completely voluntary. Those features may include the purchasing of tickets through event registration or for donations. We collect banking and credit card information from you in connection with donations you may make to the Foundation on behalf of the University. Reputable third-party merchant processors, financial institutions and software vendors handle our credit card transactions pursuant to written agreements with the University or the Foundation that require them to maintain the confidentiality of these records.
Our Merchant Services Agreement deployed to process on-line credit card transactions on our web-site utilizes industry standard Secure Sockets Layer (SSL) servers to encrypt your information and to prevent unauthorized access.
You are not responsible for unauthorized transactions posted to your credit card that occur as a result of submitting a credit card number to this site. Our web-site uses industry standard Secure Sockets Layer (SSL) servers on our transaction pages. It encrypts all of your personal information including name, address, and credit card number to prevent unauthorized access as the information travels over the Internet.
The web-site is made available world-wide. All matters relating to the site are governed by the laws of the State of New Jersey in the United States. Any information you provide will be transferred to the United States. By visiting the web-site and submitting information you authorize this transfer.
The site contains links to third-party web-sites. We are solely responsible for the privacy practices of our own web-site and not the privacy practices of the linked web-sites. We strongly encourage you to be aware of the privacy statements of these other web-sites and to read their statements before submitting your personal data through those third party web-sites.
You must have a secure browser—one that supports secure transmission of data across the Internet—to remit donations to the Foundation or to receive payment from the University or the Foundation. For more information about your browser’s security features, use your browser’s help feature.
We implement appropriate technical and organizational security measures to protect your information when you transmit it to us and when we store it on our information technology systems. Unfortunately, no data transmission or storage can be guaranteed to be 100% secure. When you send us credit card information over the Internet, we use industry standard SSL (secure socket layer) encryption. Your password is protected so that only you can access it and view the information that you provide to us through the online applicants’ site. We strongly advise you not to share your password with anyone.
Last Revised 5/11/18