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Donor Privacy Policy

Disclosure and Dissemination of Constituent Information

The Office of Alumni and College Relations is the custodian of current information about Berea College alumni and friends. Information about alumni and friends is collected and maintained to support our mission to increase student and alumni and friend affinity and to foster connectedness to Berea College. We treat what is known about our constituents confidentially. Any sharing of constituent information can only occur according to the provisions found within this policy.

We receive many requests for information about other alumni, and sometimes for friends, including but not limited to names, addresses, and other contact information. Requestors may include internal academic and administrative units as well as Berea-recognized organizations and activities (e.g., Berea College Alumni Association and its chapters and affinity groups) and other alumni.

Scope

The Office of Alumni and College Relations seeks to protect the privacy of its alumni and friends, and thus, endeavors to safeguard the use of information in its custody. To that end, the Office of Alumni and College Relations provides constituent information to requestors only under the conditions outlined in this policy.

Information Disclosed

Alumni Relations generally will disclose alumni information that is published in institution-sponsored publications, or posted on Berea’s Web sites, and approved by the Vice President for Alumni and College Relations. Such information is defined as the following:

  1. Name
  2. Home address and e-mail address (no telephone numbers);
  3. Dates of attendance; majors, degrees;
  4. Such additional information as may be approved, in writing, by the Vice President for Alumni and College Relations.

Alumni may request that some or all of their constituent information not be released. Requests must be in writing and sent to the Office of Alumni Relations.

Information related to friends may be disclosed to direct mail companies. In such cases, only name and address are provided. Friends of Berea College may request that some or all of their constituent information not be released within legal boundaries.

Information may be disclosed to help us better serve alumni and friends. For instance, we may use information and disclose it to others, in order to:

  • Perform research
  • Confirm or correct what is known
  • Process data for the College
  • Audit our records
  • Help to comply with the law

By law, Berea College is not required to let constituents know of such disclosures.

Requestors and Purposes/Alumni

Alumni information will be disclosed only to valid requestors and only for specific intended uses associated with institutional purposes.

Valid requestors include

  1. Representatives of internal academic and administrative;
  2. Berea-recognized organizations and activities; and
  3. Berea College alumni.

Alumni Relations reserves the right to require documentation of recognition, as well as documentation of the requestor’s appointment or election to represent the organization.

Requesters will clearly stipulate intended use of the requested information. Alumni Relations will provide constituent information only for institutional purposes.

Information provided may be used only for the specific and approved use and may not be used for commercial or political purposes. Requestors may not forward the information provided.

Process

Requests for Contact Information of Berea College Alumni

  1. Only e-mail addresses and/or home mailing addresses are released (telephone numbers are not released).
  2. If a request is made from an unauthorized requestor not listed in C(1) of this document, the alumnus whose information was requested will be notified and given the option to respond to the requestor directly or to authorize the Office of Alumni Relations to release personal contact information to the requestor.
  3. Information on an alumnus who is coded as confidential in Banner will not be released under any circumstances.
  4. Information about current students will not be released.

Requests for Address Lists

  1. A hard or electronic copy of the intended correspondence must be submitted to the Alumni Director for prior approval.
  2. Solicitations of any kind are not permitted without prior approval from the Office of Alumni Relations.
  3. Address labels are printed internally by the Alumni Association.
  4. Reproduction of the labels and/or list is not permitted.

Requests for E-mail Lists

  1. A hard or electronic copy of the intended correspondence must be submitted to the Alumni Director for prior approval.
  2. Solicitations of any kind are not permitted without prior approval from the Office of Alumni Relations.
  3. Mass e-mail lists with no parameters are not released.
  4. Requests for e-mail lists are only approved if the individual making the request can identify a specific interest group.

Philanthropy Protection Act of 1995

This information is provided to you in accordance with the requirements of the Philanthropy Protection Act of 1995.

Berea College is located in Berea, Kentucky and was founded in 1855. The College is an independent liberal arts institution accredited by the Southern Association of Colleges and Universities and is organized as a Kentucky non-profit corporation. Responsibility for governing the College is vested in a self-perpetuating Board of Trustees comprised of not more than 37 persons drawn from diverse backgrounds and experiences from across the United States.

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