Hampton University is committed to protecting the privacy of individuals (employees, students, alumni and donors) and the confidentiality of records. Hampton alumni and student volunteers who work with the Office of Alumni Affairs and the Office of Development may have access to confidential information about alumni, parents, friends of the college, faculty, staff and students. In order to ensure that confidentiality is maintained at all times, volunteers and University officials must acknowledge that all information they may see, hear or read in the course of their work or volunteerism must not be shared or discussed with anyone outside of the Office of Alumni Affairs and the Office of Development.
This agreement pertains to, but is not limited to, information regarding gifts and pledges made to the University, employment, education, personal and financial information. Please note: All reports, downloads, emails and documents that contain biographical data are for official use authorized by the University only and use of this data for any other purpose, including, but not limited to, reproducing and storing in a retrieval system by any means, photocopying or using the information for personal purposes, or use for unauthorized fundraising or outreach is strictly prohibited and violates the University’s confidentiality policies.
Please read this agreement carefully and sign below to acknowledge your understanding of the confidentiality of this information. Failure to comply with this policy may result in immediate termination of your volunteer duties and subsequent legal action where applicable.
Should you have any questions regarding this policy, please feel free to discuss them with your Office of Development staff, the Director of Alumni Affairs, or the Hampton Annual Fund Manager.
Introduction/Purpose
The Hampton University Office of Alumni Affairs and the Office of Development maintain a database of various audiences including alumni, donors, current students and parents of students, faculty, staff and other groups. All university-maintained data are subject to the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records noted at oaa.hamptonu.edu.
These databases include restricted, sensitive and public data, and are maintained as an advancement tool to be used solely for the purpose(s) for which they were requested from the individuals providing the data. University academic, administrative and alumni volunteers are required to use this data for the specific purposes of pre-approved alumni fundraising, engagement and stewardship activities.
Policy
It is stated in the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records that this data will be made available only to offices that are part of the University or University System, or their volunteers or contracted vendors. Information must be used only for the purpose for which it was requested and approved. The database is managed and administered by the Office of Development and Office of Alumni Affairs Development Services Team located in both offices.
As noted in the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records, all records contain restricted, sensitive and public information, and are to be used only to further legitimate institutional goals. Hampton University supports an individual’s fundamental right to privacy. Any breach of any form or unauthorized use of these data has legal, financial and reputational consequences, and can cause the individual life-long problems.
As noted within the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records, Hampton University alumni and donor Personally Identifiable Information (PII) should never be faxed, emailed, printed or saved on computer hardware without the use of appropriate data protection (i.e., encryption). This includes all Hampton University data classified as restricted or sensitive.
Enforcement
All records are to be used only to further approved and legitimate institutional goals. Consequently, a person who has access to these records may not:
- Use information for individual commercial or political purposes, or solicitations for non-University business or philanthropic purposes;
- Disclose information held in the database, such as financial, biographical, or employment information, to any department or volunteer who has not signed the Development Confidentiality Agreement and/or is not authorized to view it. Additionally, in order to preserve the integrity of the Advancement database and prevent re-use of dated materials, a person who has access to these records should not:
- Retain data for a period of more than 30 days after receipt of requested data in any form or format or;
- Create and maintain use of a local database with requested data in any form or format.
Furthermore, any use of privileged information for official University outreach or philanthropic purposes must be approved in writing for each activity/use. Any funds collected on behalf of the University must be submitted to the Office of Alumni Affairs within 15 days of the close of the activity/event. In addition, old data must be destroyed after the approved use has concluded to insure non-readability
As noted in the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records, all records contain restricted, sensitive and public information, and are to be used only to further legitimate institutional goals. Hampton University supports an individual’s fundamental right to privacy. Any breach of any form or unauthorized use of these data has legal, financial and reputational consequences, and can cause the individual life-long problems.
As noted within the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records, Hampton University alumni and donor Personally Identifiable Information (PII) should never be faxed, emailed, printed or saved on computer hardware without the use of appropriate data protection (i.e., encryption). This includes all Hampton University data classified as restricted or sensitive.
Mailing or General Lists
Lists of alumni and donor data downloaded from databases such as Banner can be easily compromised and /or stolen by hackers. Securing these lists should be the top priority of those members who have access to the list(s).
As noted in the Office of Alumni Affairs Policy on Security of Alumni Personal Information and Donor Records, managing lists with care is an important role for those who obtain them. As per the policy, no mailing lists with restricted or sensitive data should be emailed to any constituents, internal or external staff members, or volunteers without the proper approvals of the individuals/entities you plan to share the information to, or without the proper encryption of the data. In addition, the person receiving the data must have signed the Office of Alumni Affairs Non-Disclosure Agreement for Alumni Data and Donor Records. Mailing lists containing solely public data may be distributed without encrypting the file with a password.
Acceptance
By accepting data from the Hampton University Development Office or Office of Alumni Affairs, you agree to comply with the University’s established protocols protecting our secure, restricted and public data. This protocol applies to all types of information, regardless of form, including but not limited to hard copy, electronic or any other medium. Misuse of Personal Donor and Alumni Data and University Donor and Alumni Records constitutes misappropriation of Hampton University property. You agree to notify the Hampton University Office of Alumni Affairs immediately if any of the information that is subject to this agreement is disclosed to an unauthorized person or entity, or is at risk of being compromised.