DAR Personally Identifiable Data Access and Usage Standards and Confidentiality FAQs

Campus Partners request email newsletter lists through the forms on this Campus Partner DAR Resource Guide. DAR Marketing facilitates the process, which ensures that the correct records, appropriate data content, applicable restrictions and conventions are used for this purpose, and approvals from necessary DAR teams are obtained.

Campus Partners request donor honor rolls through the forms on the Campus Partner DAR Resource Guide. DAR Marketing facilitates the process and incorporates DAR Donor Relations for reviews.

The Campus Partner will coordinate with the DAR team managing the event. The DAR team will obtain signed DAR Data Standards and Confidentiality Agreement and schedule reports of registrants.

Campus Partners request data for analysis through the forms on the Campus Partner DAR Resource Guide. DAR Marketing facilitates the process and incorporates DAR Liaison for reviews.

No. The data may be used strictly for the intended purpose [email newsletter, donor honor roll, event registration, analysis, etc.] and should not be stored or reused. Submit a new request through the forms on the Campus Partner DAR Resource Guide when data is needed for additional uses.

No. Please submit a request through the forms on the Campus Partner DAR Resource Guide each time the data is needed for outreach, unless there is an approved exception governed by a DAR Data Use Agreement.

Lists are developed with inclusions and exclusions specific to the requested communication or use. Another use may require the application of different restrictions or need different output. In addition, constituents are continuously providing new information. Therefore, DAR Data is continuously being updated and cleansed, so a list can become quickly outdated.

We do not share alumni data with unrelated third parties. Refer to the DAR Privacy Notice.

To safeguard constituent Personal Information, we do not give out this information to the requestor. Alumni Engagement has a process that DAR Staff can find here. For those who are not DAR Staff, the requestor should contact the Alumni Engagement Office via email at alumnet@udel.edu or via phone at (302) 831-7138.

DAR does not supply Personal Information about constituents to someone who is not part of the DAR Workforce. The DAR Workforce member should submit a request through the forms on the Campus Partner DAR Resource Guide. DMG and DAR partner (Alumni Engagement or Athletics depending on request) will evaluate request and determine if DAR has the resources to support the use case.

No, DAR Personally Identifiable Data should only be shared with members of the DAR Workforce who have signed the DAR Data Standards and Confidentiality Agreement. Signing the Confidentiality Agreement alone does not make the person a part of the DAR Workforce.

Anyone who has unsubscribed to DAR’s Giving Opportunities publication list must be removed from your data set.

Out of an abundance of caution, DAR has decided to treat emails for solicitation as commercial emails. These emails must adhere to the CAN-SPAM Act. DAR Staff can refer to DAR’s CAN-SPAM Quick Reference Guide. Non-DAR Staff, please contact your DAR Liaison for questions.

Since this email is considered DAR Work, you must include the unsubscribe link in your email, giving the constituent an opportunity to unsubscribe from future Giving Opportunities.

Unsubscribe text and link to use:

You received this email because of your relationship with the University of Delaware Office of Development and Alumni Relations. If you no longer wish to receive this type of email, click here to update our records.

As long as the sole subject is an invitation to a free event, this email can go without excluding unsubscribes and without offering an unsubscribe link. This email needs to exclude anyone coded Do Not Invite.

To avoid damaging relationships, it is your responsibility to use due diligence in evaluating individuals in your list who are unsubscribed and would not welcome your invitation, based on previous comments.

The DAR CAN-SPAM Quick Reference Guide defines commercial messages and explains how the CAN-SPAM Act applies to commercial messages. Emails inviting an identified constituent who has a relationship with UD to a free meeting with you are categorized as a non-commercial message.

• You need to keep the content of the email relationship-oriented and not commercial.
• You do not need to remove those who have unsubscribed from our commercial emails, nor do you need to include an unsubscribe link.
• You need to review the constituent’s record to be aware of any do not invite, unsubscribes or other restrictions and review contact reports that may indicate why they do not want contact.
• Then, at your discretion, if it seems appropriate to reach out to the constituent, you may. If you do not have access to the details, contact your DAR Liaison.

If it is an emergency and we have their phone number, you may text them. If we don’t have their phone number, but we have an email address, you may use their email address.

To safeguard credit card information, ask the constituent to transact securely online using their event registration page or for donations, https://ud.alumniq.com/giving/to/makeagift.

If they cannot make a payment online, route their call as follows:

• Gifts - DAR Gift Administration Team: (302) 831-4333
• Event registration - DAR Alumni Engagement Team: (302) 831-2341

Only those with PCI compliant devices or following agreed upon PCI compliant processes should handle credit card information.

If asking for Giving History:

• First validate the caller by looking up their record in DAR’s System to verify information such as email address, phone number and/or mailing address.

• Once you confirmed the caller is who they say they are, you can provide them with their giving information. If they want you to email them a report of their information, provide this via a secure link in the email. Do not send it as an attachment.

If asking for other details, follow the procedure outlined in the University’s Personally Identifiable Information Privacy Notice.

Follow the Security Essentials recommended by the University. UD Employees are to take the annual Secure UD training provided by Central IT (Information Technology).

Yes, because of your affiliation with the University of Delaware, once you compile or receive Personally Identifiable Data on our constituents, DAR's Personally Identifiable Data Access and Usage Standards apply.

Do not type content that would cause embarrassment or harm to any party (constituent, writer or UD) if made public. 

Follow these best practices for managing email risks with DAR Personally Identifiable Data.

• Use a secure link to a document containing that information, such as One Drive or Google Drive. Do not include that information as an attachment.
• Reduce risk by not forwarding or replying with history once you detect that an email you received contains Personally Identifiable Data in its body or as an attachment. 
• Use UD's email management best practices. 
• If you are uncertain if a piece of information should be sent through email, refer to the UD University Information Classifications.

Send new biographical information to bio-updates@udel.edu. Secure links should be used in all cases with lists of updates.

As applicable to your communication content and channel, please provide:

• Print Mail: National change of address reports or scanned returned mail;
• Email: Undeliverable email addresses, preferred email address;
• Telephone: Numbers out of service, preferred phone number;
• Other information: Name changes, employment, new contact information, deaths.