Privacy Policy
Belmont Alumni Network — Effective Date: March 5, 2026
1. Introduction
Belmont University ("Belmont," "we," "us," or "our") is committed to protecting the privacy of our alumni community. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use the Belmont Alumni Network (the "Platform").
This policy applies specifically to the Platform at belmontalum.com. It does not cover BruinQuest or other Belmont University systems, which have their own privacy policies. For Belmont University's general privacy policy, visit belmont.edu/privacy.
By using the Platform, you agree to the collection and use of information in accordance with this policy. This policy is incorporated into our Terms of Service.
2. Information We Collect
2.1 Information You Provide
| Category | Data Collected | Purpose |
|---|---|---|
| Account Registration | First name, last name, email address, password | Account creation and authentication |
| Profile Information | Bio/tagline, location (city, state, district), grad year, career cluster, employer/title, profile photo | Community features, alumni directory |
| Contact Preferences | Preferred email, phone number, LinkedIn URL | Alumni-to-alumni connection (visibility controlled by you) |
| Privacy Settings | Directory visibility, contact visibility, connection/messaging preferences | Controlling your privacy on the Platform |
| User Content | Discussion posts, comments, reactions, direct messages, content submissions, feedback | Community engagement features |
| Support Communications | Feedback form messages, support requests | User support and Platform improvement |
2.2 Information from University Records
When we verify your alumni status, we may associate your Platform account with information from Belmont University's alumni records, including:
- Academic information: Degree(s), major(s), graduation year(s), college(s)
- University identifiers: Belmont University ID (BUID), BruinQuest contact ID
- Engagement history: Events attended, giving history (aggregate only), volunteer activities
This information is used to personalize your experience, suggest relevant communities, and provide engagement insights to Belmont staff.
2.3 Information Collected Automatically
| Category | Data Collected | Purpose |
|---|---|---|
| Session Data | Authentication tokens, session identifiers | Keeping you signed in securely |
| Activity Data | Pages visited, features used, actions taken (logins, posts, connections) | Platform improvement, engagement metrics |
| Device/Browser | IP address, browser type, operating system | Security, abuse prevention, technical support |
2.4 Information We Do NOT Collect
- We do not use third-party analytics services (no Google Analytics, etc.)
- We do not use third-party advertising or ad tracking
- We do not use tracking pixels or invisible web beacons
- We do not sell your data to third parties
- We do not collect data from social media platforms (except basic profile info from Google if you use Google sign-in)
3. How We Use Your Information
| Purpose | Data Used | Legal Basis |
|---|---|---|
| Account Management | Name, email, password | Contract performance |
| Community Features | Profile info, content, connections | Contract performance |
| Alumni Directory | Name, location, grad year, career info | Legitimate interest / Consent |
| Email Notifications | Email address, notification preferences | Contract / Consent |
| Security & Abuse Prevention | IP address, activity logs | Legitimate interest |
| Platform Improvement | Usage patterns (aggregated) | Legitimate interest |
| Support | Communications, account info | Contract performance |
| University Engagement | Engagement metrics, academic info | Legitimate interest |
4. Your Privacy Controls
You have extensive control over your privacy on the Platform:
4.1 Directory Visibility
- Visible (default) — Your profile appears in the alumni directory and can be found by other alumni
- Hidden — Your profile is hidden from the directory. You can still use all Platform features, but other alumni cannot find you through search or browsing
4.2 Contact Information Visibility
Each piece of contact information has independent visibility controls:
| Setting | Who Can See |
|---|---|
| Everyone | All logged-in alumni |
| Connections Only | Only alumni you have connected with |
| Nobody | Hidden from all other users |
These settings apply to: preferred email, phone number, and LinkedIn URL. Your display name and profile photo are always visible to logged-in users (unless you hide your profile from the directory entirely).
4.3 Connection & Messaging Controls
- Connection requests: Accept from Anyone, Verified Alumni Only, or Nobody
- Messaging: Allow from Anyone (connected), Limited, or Nobody
- Pause requests: Temporarily disable incoming connection requests
- Blocking: Block specific users from contacting you or seeing your content
4.4 Education Information
Your degree and academic information (imported from university records) is visible on your profile by default. You may choose to hide your education details from other alumni through your profile privacy settings.
5. Information Sharing
5.1 With Other Alumni
Information you include in your profile is shared with other logged-in alumni in accordance with your privacy settings. Discussion posts and comments are visible to all members of the community where they are posted.
5.2 With Belmont University Staff
Belmont staff with administrative access to the Platform may view your profile information and activity for purposes of engagement tracking, community moderation, and alumni relations. Your engagement activity on the Platform may be reflected in Belmont's alumni engagement records.
5.3 With Service Providers
We use a limited number of third-party service providers to operate the Platform:
| Service | Provider | Purpose | Data Shared |
|---|---|---|---|
| Hosting | Heroku (Salesforce) | Application hosting | All Platform data (encrypted at rest) |
| Email Delivery | SendGrid / Postmark | Transactional & notification emails | Email addresses, email content |
| File Storage | Amazon S3 | Profile photos, uploaded files | Uploaded files |
| Authentication | Google (optional) | Google Sign-In | Email, display name (only if you choose Google sign-in) |
| Error Monitoring | Sentry | Bug tracking, error reporting | Error context, anonymized session data |
These providers are contractually obligated to protect your data and may not use it for any purpose other than providing services to us.
5.4 Legal Requirements
We may disclose your information if required by law, regulation, legal process, or governmental request. We may also disclose information to protect the rights, safety, or property of Belmont University, our users, or the public.
5.5 What We Do NOT Do
- We do not sell your personal information
- We do not share your information with advertisers
- We do not share your information with data brokers
- We do not use your information for targeted advertising
6. Data Security
We implement reasonable administrative, technical, and physical safeguards:
- Encryption: All data in transit is encrypted using TLS/SSL (HTTPS). Data at rest is encrypted on our hosting platform.
- Password Security: Passwords are hashed using bcrypt and never stored in plain text.
- Access Controls: Staff access to the Platform is role-based and requires authentication. Access to production data is limited to authorized personnel.
- Session Security: Sessions expire after inactivity. Authentication tokens are rotated regularly.
No method of electronic storage or transmission is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.
7. Data Retention
| Data Type | Retention Period |
|---|---|
| Account information | Duration of account + 30 days after deletion request |
| Discussion posts/comments | Duration of account (anonymized on deletion) |
| Direct messages | Retained for recipient; deleted copy removed within 30 days |
| Activity logs | 24 months, then aggregated/anonymized |
| Support communications | 24 months from resolution |
| Policy consent records | Duration of account + 7 years (legal compliance) |
| Blocked user records | Duration of account (for safety, retained if blocked party still active) |
8. Your Rights
You have the following rights regarding your personal information:
| Right | Description | How to Exercise |
|---|---|---|
| Access | Request a copy of your personal data | Account Settings → Data Export |
| Correction | Update inaccurate personal information | Edit your profile or contact us |
| Deletion | Request deletion of your account and data | Account Settings → Delete Account |
| Portability | Receive your data in a machine-readable format | Account Settings → Data Export (JSON) |
| Restriction | Limit how your data is processed | Privacy Settings or contact us |
| Objection | Object to processing based on legitimate interest | Contact us at alumni@belmont.edu |
To exercise any right not available through the Platform's settings, contact us at alumni@belmont.edu. We will respond within 30 days.
9. Cookies & Similar Technologies
Our use of cookies is minimal and focused on functionality:
| Cookie | Type | Purpose | Duration |
|---|---|---|---|
| Session cookie | Essential | Authentication, keeping you signed in | Session / "Remember Me" duration |
| CSRF token | Essential | Security (prevents cross-site request forgery) | Session |
We do not use advertising cookies, third-party analytics cookies, or social media tracking cookies. For more details, see our Cookie Policy.
10. Children's Privacy
The Platform is not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are under 18, please do not create an account or submit any personal information.
If we learn that we have collected personal information from a child under 18, we will delete that information as quickly as possible. If you believe a child under 18 has provided us with personal information, please contact us at alumni@belmont.edu.
11. International Users
The Platform is hosted in the United States. If you access the Platform from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country.
By using the Platform, you consent to the transfer of your information to the United States. If you are a resident of the European Economic Area (EEA), United Kingdom, or other jurisdiction with data protection laws, you have additional rights as described in Section 8. Contact us if you have questions about cross-border data transfers.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email (sent to the email address associated with your account), through a prominent notice on the Platform, or by requiring re-acceptance of the updated policy.
We will update the "Effective Date" at the top of this policy. We encourage you to review this policy periodically.
13. FERPA Notice
Belmont University complies with the Family Educational Rights and Privacy Act (FERPA). Information displayed on this Platform is not derived from FERPA-protected education records. Alumni profile information, engagement activity, and community participation on this Platform are separate from your academic records maintained by the University Registrar.
For questions about your FERPA rights or academic records, contact the Belmont University Registrar's Office.
14. Contact Information
If you have questions about this Privacy Policy or our data practices, please contact us at:
Belmont University — Alumni Engagement1900 Belmont Boulevard
Nashville, Tennessee 37212
Email: alumni@belmont.edu
For privacy-specific inquiries requiring a response, please use "Privacy Inquiry" in your email subject line.