Privacy Policy

Disclosure and dissemination of constituent information

The Division of Alumni, Communications and Philanthropy (ACP) is custodian of certain information about Berea College alumni and friends. Information is collected and maintained to support Berea’s mission by increasing alumni and friend affinity and fostering connectedness to and support of Berea College. ACP seeks to protect the privacy of alumni and friends and endeavors to safeguard the use of information in its custody. To that end, constituent information is utilized by ACP only as outlined in this policy.

Personal information collected

Berea College holds certain personally identifiable information related to its alumni and others, including friends, donors and prospective donors, volunteers, and family members. If you are an alumnus/a or one of Berea’s many friends, Berea may collect and use the following types of personal information it holds about you:

• · Academic information (e.g., major, degree, etc.)
• · Biographical information (e.g., name, date of birth, ethnicity)
• · Contact information (e.g., mailing addresses, email addresses, phone numbers)
• · Your involvement with Berea College (e.g., activities, attendance at events)
• · Other interests and activities as well as philanthropic interests
• · Family information (e.g., marital status, name of spouse or partner, children, other family relations and other connections to Berea)
• · Financial information (e.g., gift history, gift amounts, and designations of donations, wealth information)
• · Employment information

Berea College collects data about alumni, friends, and others from various sources, including directly from individuals, and retains certain information from the student records of Berea alumni,

including student activities. It also collects information from publicly available sources, such as social media, and from third parties, such as companies that conduct wealth screenings, research contact and/or employment information, or other sources that might know you and your philanthropic interests. Berea retains summaries of significant contacts and copies of communications you have with Berea College staff, and volunteers, including visits on and off campus, telephone conversations, mail, e-mail and text correspondence.

Berea College retains personal information about students and alumni indefinitely for the purpose of alumni relationships, academic record-keeping, and archiving purposes.

How Berea College uses your personal information

Your personal information may be used for various purposes, including the following:

• · Sending informational publications and other communications (e.g., Berea Magazine, e-mails)
• · Conducting surveys to learn more about alumni and friends
• · Providing services to alumni (e.g., ongoing career services)
• · Sending information by mail, e-mail, or text about events, fundraising campaigns, and volunteer opportunities that may be of interest to you
• · Conducting wealth analyses and research to understand your philanthropic interests and capacity in order to tailor fundraising efforts to your interests
• · For administrative purposes (e.g., processing donations and issuing a tax receipt and managing events, such as reunions)
• · For research and statistical purposes, including building data blind donor models to help identify others with possible interest in supporting Berea’s mission
• · To publicly acknowledge gifts in donor recognition listings in print, on the website, and in public campus locations
• · For compliance with legal obligations, to respond to subpoenas, court orders, or other legal process, and to enforce agreements
• · To prevent or investigate fraud or other unlawful activity, and to protect the security of Berea College’s property, website, and other systems
• · To meet the obligations of private organizations with oversight over Berea College, such as accreditation organizations.

Information disclosed

Berea College may share your personal information with the following:

• · Berea College departments and interest groups, alumni clubs and organizations
• · Vendors who provide services to Berea College, including providing software for constituent management as well as services for communication: such as direct mail managers and mail houses, rental list brokers and list cooperatives, companies that assist in communicating with constituents with text and e-mail messages; names may be shared with vendors who provide
• telephone number and e-mail address research services and wealth screening. Berea will provide Vendors with only that Personal Information necessary to perform their functions, and instruct them not to use Personal Information for any purpose inconsistent with this Policy. Berea College reviews security controls of Vendors whenever sensitive or regulated data is stored or processed to ensure compliance obligations are met, including the Kentucky Consumer Data Protection Act (KCDPA) and other states in which Berea College conducts business. See https://iapp.org/media/pdf/resource_center/State_Comp_Privacy_Law_Chart.pdf for a full list of state privacy laws.
• · Friends’ names may be exchanged with other philanthropic organizations through list brokers or donor cooperatives in blind rental mailing lists. Names and addresses only become accessible to another organization if the friend chooses to make a gift to such organization.
• · Governmental bodies as necessary for compliance with law, with law enforcement authorities when necessary, and other third parties to enforce legal rights
• · Private organizations with oversight over Berea College, such as accreditation organizations
• · Other Berea alumni (Berea alumni information only) under certain conditions (See Appendix A—Requests for Alumni Information).

Website visitors

The Berea College website is an information system intended to present an integrated view of the College to prospective students, alumni, the members of the Berea College community, and others with an interest in Berea College. If you visit this site to view or download information, or submit information, Berea or its third-party vendors may automatically collect the following types of personal information:

• · the name of the domain from which you access the Internet
• · the date and time of your visit
• · the page/s you visit
• · your computing platform
• · your IP address

Some of this information may be collected through the use of cookies, which are text files that are placed on your hard disk by a web server, or similar technologies, such as web beacons. Some of these cookies are managed by third parties that Berea does not control, such as Google Analytics. You have the ability to accept or decline cookies by changing your browser settings. If you choose to decline cookies, some features on this website may not work properly.

If you use Berea’s website to complete forms, use applications, or submit information (such as through alumni and supplier registration pages), Berea will collect the information that you provide, as well as related information such as your login ID.

The data collected with cookies and similar technologies are used in the aggregate for purposes of analyzing site traffic, managing the site, advertisement targeting, and providing accountability regarding the usefulness of Berea’s work.

If you provide information (such as through alumni and supplier registration pages), Berea will use that information for the purposes described on the form or registration pages.

Berea may also use your personal information for the following purposes:

· For compliance with legal obligations, to respond to subpoenas, court orders, other legal process, and to enforce our agreements

· To prevent or investigate fraud or other unlawful activity, and to protect the security of Berea College’s property, website, and other systems

· To meet the obligations of government agencies and private organizations with oversight over Berea College, such as accreditation organizations

· To protect the health, safety, or rights of you, other students, faculty, staff, and visitors.

Personal information collected automatically on Berea’s website is not disclosed to third parties unless the third party is an authorized provider of services to the College. Information collected through website forms is used as specified on the form or as otherwise described in this notice.

Berea’s web site contains links to many sites that are beyond its control. Berea College is not responsible for the privacy practices or content of these other sites. Users of these services are subject to the privacy policies established by the third-party provider. Please also refer to the https://www.berea.edu/legal-information/privacy-policy/

OPTING OUT

Berea College’s division of Alumni, Communications and Philanthropy sends marketing communications, such as newsletters, event invitations, and fundraising information to alumni, friends, and other members of the Berea community. If you would like to request that Berea College limit or stop some or all of these communications, please contact ACP at acp@berea.edu. If you request to be removed from ACP mailing lists completely, ACP will retain your contact information to ensure that ACP does not continue to contact you. If applicable, ACP will also continue to process your personal information for other purposes consistent with this Privacy Notice.

With respect to your personal information processed and used by Berea College, you may:

• · Request that Berea College restrict the way it uses or shares your information. Information that alumni and friends have requested to be confidential will not be released under any circumstances.
• · Access the information that Berea College has about you.
• · Request that Berea College rectify or erase your information.
• · Ask Berea College to transfer your information to someone else.

Berea College’s ability or obligation to comply with your requests may be limited by applicable law. To exercise any of these rights, please contact ACP at acp@berea.edu, by phone at 800-457-9846, or by mail at Alumni, Communications and Philanthropy, CPO 2216, Berea College, Berea, KY 40404. You may also opt out or edit your digital communication preferences by accessing this page: https://engage.berea.edu/page/64521/subscriptions/1

MOBILE T&C AND PRIVACY POLICY

Terms of Conditions for SMS Marketing:

• · By opting in to receive SMS messages from Berea College, you consent to receive recurring SMS messages regarding events, volunteer opportunities, fundraising campaigns, and other updates related to Berea College.
• · Message frequency may vary. Standard message and data rates may apply.
• · You can opt-out of receiving SMS messages at any time by replying STOP to any message received. You may also contact us directly to manage your preferences.
• · Your mobile number and information will be kept confidential and will not be shared with third parties without your consent, except as required by law for marketing/promotional purposes.
• · Berea College is not liable for any delayed or undelivered messages, technical issues, or errors related to SMS communications.
• Privacy Policy for SMS Marketing:
• · We collect and store your mobile number and limited personal information solely for the purpose of sending you SMS messages related to Berea College activities and updates such as events on campus, alumni volunteering opportunities, and fundraising campaigns.
• · Your information will be securely stored and used only for communications directly related to Berea College.
• · We do not sell or rent your mobile information to third parties.
• · You have the right to access, update, or delete your mobile information by contacting us directly at acp@berea.edu. You can opt-out of SMS marketing by accessing the following webpage: https://engage.berea.edu/page/64521/subscriptions/1
• · We adhere to all applicable laws and regulations regarding SMS marketing and data privacy.
• · By opting in to receive SMS messages from Berea College, you agree to the terms outlined in this Terms of Conditions & Privacy Policy.
• · For any questions or concerns regarding our SMS marketing practices, please contact us at acp@berea.edu.

Changes to this Privacy Notice

Berea College reserves the right to amend this Privacy Notice at any time, for any reason, without notice. Any changes will be published here, and you should check the Berea College website to access our current Privacy Notice. This Privacy Notice was last updated on 04/10/2024.

APPENDIX A

REQUESTS FOR ALUMNI INFORMATION

Alumni, Communications and Philanthropy generally may disclose alumni information that is published in institution-sponsored publications, or posted on Berea College’s web sites, and approved by the Vice President for Alumni, Communications and Philanthropy. Such information includes the following:

• 1. Name

  2. Home address and e-mail address, telephone number only in certain circumstances

  3. Dates of attendance; majors, degrees

  4. Such additional information as may be approved, in writing, by the Vice President for Alumni, Communications and Philanthropy.

Alumni may request that some or all of their constituent information not be released. Requests must be in writing and sent to Alumni, Communications and Philanthropy; CPO 2216, Berea College, Berea, KY, 40404.

Information may be disclosed to help us better serve alumni. 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

REQUESTORS AND PURPOSES/ALUMNI LISTS

Alumni lists will be provided only to valid requestors and only for specific intended uses expressly authorized by the Vice President for Alumni, Communications and Philanthropy.

Valid requestors may include:

1. Representatives of internal academic and administrative units

2. Representatives of Berea-recognized organizations and activities

3. Berea College alumni, such as fundraising or reunion volunteers, or an individual alumnus/a wishing to contact another alumnus/a

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

Requesters must 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.

Solicitations of any kind are not permitted without prior, written approval from the Vice President of the Division of Alumni, Communications and Philanthropy. If the request is internal from another division, permission must first be obtained from that division’s vice president.

PROCESS

REQUESTS FOR CONTACT INFORMATION OF BEREA COLLEGE ALUMNI

1. Usually only e-mail addresses and/or home mailing addresses are released. (Telephone numbers are released to internal requestors, and to volunteers only infrequently.)

2. If a request is made from an unauthorized requestor not listed in this document, the alumna/us 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/a who is coded as confidential in Berea’s database will not be released under any circumstances.

REQUESTS FOR ADDRESS LISTS

1. Notification of intended correspondence must be submitted to the Associate Vice President for Alumni Relations for prior approval.

2. Address labels are printed internally by the Alumni Association.

3. Reproduction of address labels and/or lists is not permitted.

REQUESTS FOR E-MAIL LISTS

1. A hard or electronic copy of the intended correspondence must be submitted to the Associate Vice President for Alumni Relations for prior approval.

2. Solicitations of any kind are not permitted without prior approval from the Vice President for Alumni, Communications and Philanthropy.

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.

Information gathering

We use your IP address to help diagnose problems with our server and to administer our Web site by identifying: (1) which parts of our site are most heavily used; and (2) which portion of our audience comes from within the Berea College network. We do not link IP addresses to anything personally identifiable, which means that user sessions will be tracked, but the users remain anonymous.

Use of Information

Berea College staff may use the information gathered from this site to tailor content to user needs and to generate aggregate statistical reports. At no time do we disclose site usage by individual IP addresses. Web server logs are retained on a temporary basis and then deleted completely from our systems.

Security

The Berea College Web site has security measures in place to protect against the loss, misuse and alteration of the information under our control.

Support

If you have any questions about this privacy statement, the practices of this site, or your dealings with this site, please contact: webteam@berea.edu .

The Berea College Web site contains links to other independently run Web sites within the Berea College network and to some sites outside the “berea.edu” domain. The College is not responsible for the privacy practices of such Web sites.