Southampton InTouch - Frequently Asked Questions

Account access

The portal isn't loading or I'm seeing an error message.

Please try again after a few minutes, as temporary technical issues can occur. If the problem continues, contact us at alumni@soton.ac.uk and we will look into it for you.

I haven't received my verification code.

Your verification code will be sent to the email address you entered when logging in. It will come from 'University of Southampton'. Please check your spam or junk folder, as automated emails can sometimes be filtered there. You can also try re-entering your email address and requesting your code again. If you still haven't received the code after a few minutes, please contact us directly at alumni@soton.ac.uk and we will be happy to help.

I have changed my email address and can't access my account.

Verification codes are sent to the email address you enter when logging in. If the email address you provide is not one we currently hold on record for you, you will be prompted to create a new account. Once your new account has been created, we will review and match it to your existing record. If you need any assistance, please contact us directly at alumni@soton.ac.uk.

I've entered my email address, but a notice says I can't log in.

There are some instances where it is necessary for us to prevent a portal login code for some types of email address. This is to ensure that we can protect the data of our alumni and supporter community. Please try again with an alternative email address or contact our alumni team at alumni@soton.ac.uk for support.

Contact details

How did you get my email and/or address and/or phone number?

To help us keep in touch with our alumni and supporters, we periodically carry out data hygiene activities using trusted third-party providers. This may include checking contact details against services such as Royal Mail's National Change of Address register, where individuals have consented to have their forwarding address shared as part of Royal Mail's redirection service. Where a match is identified, we may update our records accordingly. Further information is available in our Privacy Notice.

Why do you have my work address rather than my home address?

We may hold your work address because it was provided to us directly by you, or obtained through research to help us keep our records up to date and stay in touch with our alumni and supporter community. For more information about how we collect, use, and manage your personal data, please see our Privacy Notice.

My details are incorrect, why?

The information we hold may be based on the details you provided when you were a student or when you last updated your record with us. If any of your details are incorrect, you can update them through your account or contact us directly at alumni@soton.ac.uk if you require assistance.

I've updated my contact details. How long will it take for the changes to be saved onto your system?

It can take up to 48 hours for changes to be saved onto our system. If you log out of Southampton InTouch and log back in within this time, you may not see your updated details.

Contact preferences and consent

Why am I receiving communications from the University?

You are receiving communications because you are a member of the University of Southampton alumni and supporter community. We stay in touch to share news, events, opportunities, benefits, and ways to stay connected with the University and fellow alumni. We value our lifelong relationship with our graduates and want to keep you informed about how our community is making a difference locally and around the world.

What's the difference between opting out of fundraising and opting out of all communications?

Opting out of fundraising communications means you will no longer receive messages that include an invitation to donate to the University. If you choose to opt out of all communications, you will not receive fundraising communications or any other University or alumni-related updates.

If I opt out, will I still receive Hartley News magazine?

No, if you choose to opt out of all communications, you will no longer receive Hartley News. If you would like to continue receiving Hartley News and other alumni and supporter communications, you should ensure your communication preferences remain opted in.

Can I change my preferences at any time?

Yes, you can update your communication preferences at any time through your account or by contacting us directly at alumni@soton.ac.uk.

Data protection and GDPR

How will my personal information be used?

Your personal information will be used by the University of Southampton's Office of Development and Alumni Relations (ODAR) to maintain and develop your relationship with the University. This may include keeping you informed about news, events and opportunities, providing alumni services and benefits, administering donations, supporting volunteering and fundraising activities, improving our services through research and analysis, and meeting our legal and regulatory obligations. We will process your personal data fairly, securely and in accordance with UK data protection legislation. For more information, please read our Privacy Notice.

Is Southampton InTouch secure?

Yes. Southampton InTouch uses secure authentication and industry-standard encryption to protect your personal information. Your data is processed in accordance with UK data protection legislation and the University's security policies.

Do I need a password to use Southampton InTouch?

No. The portal uses secure one-time verification codes instead of passwords. This means you don't need to remember a password, and your account remains secure.

How do I ask for my record to be deleted?

If you do not want us to continue to process your data, you can contact us at alumni@soton.ac.uk. We will retain minimal details on our database to ensure your details are not re-added in the future for another purpose. If you are an alumnus, we will need to retain your educational details with the University, for future reference e.g. for degree validation/replacement transcripts. This will include name, date of birth and education record/s details. For full details, please read our Privacy Notice.

Where can I find information about how you use my data and the lawful bases?

Details of how we use your personal data, including the lawful bases for processing, are available in our Privacy Notice.

Alumni relationship queries

Do I need to be an alumnus to use the portal?

No, the portal is open to anyone who would like to stay connected with and support the University.

Can I update information about my career?

Yes, you can update your career information at any time through your account, helping us keep our records accurate and better tailor opportunities and communications to your interests and experience.

Can I reconnect with former classmates?

No, not through the portal directly. However, if you are looking to reconnect with a former classmate, you can submit a request through our Find a Friend service.

Complaints or concerns

I don't remember providing these details.

When you have studied at the University of Southampton for 10 weeks or more you automatically become a member of the University's alumni and supporter community. We inform you of this annually at enrolment and at your graduation. We inform you that your personal information, and education records from the University, will be processed by us to enable us to provide you with support throughout your lifetime, via applicable services and opportunities. For more information, please see the full Privacy Notice.

Why are you holding data about me so many years after graduation?

We collect personal data from your student record when you become an alumnus of the University (after 10 weeks of study). When you graduate, we will ask you to refresh your contact details and provide us with consent for contacting you via email. We consider our relationship with alumni and supporters as ongoing and as such we will maintain a record until you tell us you no longer wish to keep in touch or we have a requirement to delete information.

I believe my information is inaccurate.

If any of the information we hold about you is incorrect, you can update your details at any time through the portal. Keeping your information up to date helps us ensure our records are accurate and that you receive relevant communications and opportunities.

It is not possible to change your name via Southampton InTouch. If you would like to change your name, or you notice an error in your name as it appears on the portal, please email alumni@soton.ac.uk.