Privacy Policy

Last Updated: November 29, 2024

1. Introduction

Welcome to Alumnia ("we," "our," or "us"). We are committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our alumni community platform.

This policy applies to all users of our platform, whether you access it through our website, mobile applications, or any other means. By using Alumnia, you consent to the practices described in this Privacy Policy.

2. Information We Collect

2.1 Information You Provide

  • Account Information: Name, email address, password, and profile photo
  • Profile Information: Educational background, cohort/class year, current employer, job title, location, and professional industry
  • Contact Information: Phone number, LinkedIn profile URL
  • Custom Fields: Additional information specific to your organization
  • Communications: Messages, connection requests, and event registrations

2.2 Information Collected Automatically

  • Usage Data: Pages visited, features used, and interactions within the platform
  • Device Information: Browser type, operating system, and device identifiers
  • Log Data: IP address, access times, and referring URLs

3. How We Use Your Information

We use your personal data for the following purposes:

  • To create and maintain your account
  • To display your profile to other members of your alumni community
  • To facilitate connections and networking between members
  • To send you important updates about your account and community
  • To enable event registration and chapter membership
  • To improve our platform and develop new features
  • To ensure the security and integrity of our platform

4. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), we process your personal data based on:

  • Consent: For optional processing activities (marketing emails, analytics, third-party sharing), we require your explicit opt-in consent. You can withdraw this consent at any time through your account settings.
  • Contract: Data processing consent is required to provide our core services (account creation, profile management, networking features). This is necessary to fulfill our service agreement with you.
  • Legitimate Interests: We may process data for security, fraud prevention, and platform improvement, balanced against your privacy rights.
  • Legal Obligation: Where we are required by law to process your data.

5. Data Sharing and Disclosure

We may share your information with:

  • Other Community Members: Your profile information is visible to verified members of your organization(s)
  • Organization Administrators: Admins can view member data to manage their community
  • Service Providers: Third parties that help us operate our platform (e.g., email services, hosting providers)
  • Legal Requirements: When required by law or to protect our rights

We do not sell your personal data to third parties.

6. Your Rights

Depending on your location, you may have the following rights:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your personal data
  • Data Portability: Export your data in a machine-readable format
  • Withdraw Consent: Revoke consent for optional data processing
  • Object: Object to certain types of data processing

To exercise these rights, please access your account settings or contact us at privacy@alumnia.net.

7. Data Retention

We retain your personal data for as long as your account is active or as needed to provide our services. If you request account deletion, we will delete your data within 30 days, unless we are required to retain it for legal purposes.

Anonymized data may be retained for analytics and platform improvement purposes.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit and at rest
  • Regular security assessments and audits
  • Access controls and authentication requirements
  • Employee training on data protection

9. International Data Transfers

Your data may be transferred to and processed in countries outside your country of residence. When we transfer data internationally, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the European Commission.

10. Cookies and Tracking

We use essential cookies to maintain your session and provide core functionality. For optional cookies (analytics, preferences), we will request your consent before setting them.

You can manage your cookie preferences through your account settings or browser controls.

11. Children's Privacy

Alumnia is not intended for users under 16 years of age. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through the platform. The "Last Updated" date at the top indicates when the policy was last revised.

15. Consent and Your Choices

15.1 How We Collect Consent

During account creation, you will be asked to provide explicit consent for optional data processing activities. All consent decisions are recorded with timestamps, IP addresses, and policy version numbers for compliance and audit purposes.

15.2 Types of Consent

  • Data Processing (Required): Necessary to provide core platform services. Cannot be withdrawn while your account is active.
  • Marketing Emails (Optional): Promotional communications, product updates, and feature announcements. Requires explicit opt-in.
  • Community Emails (Optional): Event reminders, connection requests, and chapter updates. Requires explicit opt-in.
  • Analytics (Optional): Anonymous usage tracking to improve our services. Requires explicit opt-in.
  • Third-Party Sharing (Optional): Integration with LinkedIn and other services. Requires explicit opt-in.

15.3 Withdrawing Consent

You can withdraw optional consents at any time through your account settings in the "Privacy & Consent" section. Withdrawal takes effect immediately. We will stop processing data for withdrawn consents within 30 days. Historical data processed under previous consent may be retained for legal compliance.

16. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

17. Data Protection Officer

For GDPR-related inquiries, you may contact our Data Protection Officer at dpo@alumnia.net.