Privacy notice

Commonwealth Scholars and Fellows

Data controller

The data controller is the Commonwealth Scholarship Commission in the UK (CSC), represented by its appointed administrator, The Association of Commonwealth Universities (ACU), Woburn House, 20-24 Tavistock Square, London WC1H 9HF, United Kingdom. The Data Protection Officer is the Data Protection Officer of the UK Department for International Development (DFID).

Legal basis for processing

The legal basis for processing your data is the public task.

Purpose of processing

The information you provide when applying for a Commonwealth Scholarship/Fellowship will be used in the following ways:

When you apply

  • To verify that you are eligible for a scholarship/fellowship
  • To assess your application for a scholarship/fellowship
  • To contact you about the outcome of your application
  • To collate statistics and to conduct research (no information that could identify you as an individual will be published)

If you are not willing to provide the information requested, we will be unable to process your application.

If your application is unsuccessful

Your personal data will be retained for up to 24 months from the application closing date and then deleted, unless you are identified for and participate with active consent in a counterfactual study of unsuccessful applicants, in which case your data will be retained for the period of the study only. No information that could identify you as an individual will be published.

If your application for a UK government-funded scholarship/fellowship is successful

Your data will be transferred to the ACU for the purposes of administering your award and then be held for the CSC indefinitely.

In these circumstances, your name, country, year of award, level and subject/theme of study, and host institution will be published in an online register.

The information you provide will be used:

  1. To support and process the study/research/training period of your scholarship/fellowship, including but not exclusively:
  • To place you at a UK university or other host institution
  • To retain necessary records and, where appropriate, to offer advice regarding your immigration to the UK
  • To support your academic studies/training programme, including to seek accounts and results of your award progress and completion
  • To provide you with welfare advice when it is needed
  • To provide you with means of financial support and to pay costs associated with your award to third parties, e.g. your host institution
  • To facilitate any necessary travel associated with your award
  1. To support the CSC student and alumni engagement strategy, including but not exclusively:
  • To send you email communications and briefings
  • To offer you in-country pre-departure briefings
  • To invite you to webinars, lectures, events, and conferences, in the UK and after your scholarship/fellowship as a member of the CSC alumni community
  • To feature you on the CSC website and social media channels
  • To feature you in print publications
  1. To support the CSC programme of evaluation and monitoring, through statistical analysis and research, including but not exclusively:
  • To include you in longitudinal, counterfactual, and other evaluation studies
  • To explore your employment profile and achievements
  • To explore your research, teaching and other outputs
  • To interview you for more detailed case studies

Records held about you for immigration purposes will be held for a period of six years only before they are deleted/destroyed.

If you are nominated for a scholarship/fellowship tenable in another Commonwealth country

The information you provide will be used:

  • To seek accounts and results of your award progress and completion
  • For items 2 and 3 above

The CSC will maintain appropriate records for all the above activities, which may include:

  • Your bank details if we make payments to you
  • Dietary, accessibility, and mobility information
  • Photographs and video of you if you attend our events
  • Information gathered through publically available channels

In addition, your information may be used:

  • To seek your opinions or advice on areas that we consider to be of mutual interest
  • To provide you with information that we consider may interest you (including about carefully selected third party events)
  • To provide you with services you have requested from us

Special category data

Special category data is sensitive personal data, such as information about your health, race, or ethnic origin. The CSC collects this data in the following ways:

When you apply

The condition for processing the special category data you provide when applying for a Commonwealth Scholarship/Fellowship is for research and statistical purposes. The data will be anonymised when selections are complete.

The information you provide will not have any influence on the outcome of your application. You may choose not to provide this information – there will always be a ‘Prefer not to say’ option. No information that could identify you as an individual will be published.

When you submit a medical form

The condition for processing the special category data you provide when submitting a medical form is for the purposes of preventive or occupational medicine. The data will be held securely with restricted access.

The information you provide will not have any influence on your scholarship/fellowship. No information that could identify you as an individual will be published.

When you answer our anonymous survey

The condition for processing the special category data you provide when answering our anonymous survey is for research and statistical purposes. The data will be collected anonymously.

The information you provide will not have any influence on your scholarship/fellowship. You may choose not to provide this information – there will always be a ‘Prefer not to say’ option. No information that could identify you as an individual will be published.

Data recipients

Your data may be shared with the CSC Secretariat (The Association of Commonwealth Universities); British Council; individuals involved in assessing your application; your host institution, e.g. university; the body that nominated you for a scholarship/fellowship; suppliers appointed by the CSC, such as travel agents and printers; and partners appointed by CSC, such as providers of online application, email marketing, and project management systems and where necessary their internet providers.

No personal data other than your name, country, subject/theme of study, and host institution will be shared with the UK Department for International Development and other departments of the UK government; the British High Commission in your home country; and your home country’s high commission in the UK.

Data transfers

Your data will be processed by the CSC, ACU, and other third parties. Your data will be protected in accordance with the General Data Protection Regulation 2016/679 of the European Union. Your personal data will not be sold to any third parties or used for commercial purposes. Third parties with which we share your personal data are required not to sell it.

International transfers

If you hold a UK-government funded scholarship/fellowship, your data may be shared internationally through secure means only with the British Council, which offers adequate safeguards. If you are nominated for a scholarship/fellowship tenable in New Zealand, your data may be shared through secure means only with Universities New Zealand – Te Pōkai Tara, which also offers adequate safeguards.

Your rights

You have the following rights:

  • To be informed, which is the purpose of this privacy notice
  • To obtain a copy of your personal data held by the CSC. There is no fee for this unless you make repeated requests for the same data. We will provide your data as soon as possible – at most within one month
  • To have your personal data rectified if it is inaccurate or incomplete – at most within one month
  • To opt out of communications from the CSC
  • To have processing of your data restricted or stopped if you contest its accuracy and object to its processing. In such cases processing will be restricted until the matter is resolved. We will inform you of that resolution
  • To object to the processing of your data if you consider you have grounds relating to your particular circumstances
  • To complain about the way we have processed your personal data. You can contact the Information Commissioner’s Office, the statutory body which oversees data protection law – visit the ICO website or email casework@ico.org.uk

Last updated: 30 May 2018

Other stakeholders

Data controller

The data controller is the Commonwealth Scholarship Commission in the UK (CSC), represented by its appointed administrator, The Association of Commonwealth Universities (ACU), Woburn House, 20-24 Tavistock Square, London WC1H 9HF, United Kingdom. The Data Protection Officer is the Data Protection Officer of the UK Department for International Development (DFID).

Legal basis for processing

The legal basis for processing your data is the public task.

Purpose of processing

Some of the examples of the type of information we may collect about you are:

  • Your full name including title
  • Job title
  • Postal address
  • Telephone number(s)
  • Email address(es)
  • Records of your correspondence with us (whether email or hard copy)
  • Dietary, accessibility and mobility information
  • Photographs and digital images of you if you attend our events
  • Your bank details if we make payments to you
  • Information gathered through publically available channels

Your data will be transferred to the ACU for the purposes outlined below and then be held for the CSC indefinitely.

The information you provide will be used in the following ways:

  • To assess an application for a Commonwealth Scholarship/Fellowship
  • To support and process the study/research/training period of a scholarship/fellowship
  • To support the CSC student and alumni engagement strategy
  • To support the CSC programme of evaluation and monitoring, through statistical analysis and research

In addition, your information may be used:

  • To seek your opinions or advice on areas that we consider to be of mutual interest
  • To provide you with information that we consider may interest you (including about carefully selected third party events)
  • To provide you with services you have requested from us

Data recipients

Your data may be shared with the CSC Secretariat (The Association of Commonwealth Universities); British Council; suppliers appointed by the CSC, such as printers; and partners appointed by CSC, such as providers of online application, email marketing, and project management systems and where necessary their internet providers.

Data transfers

Your data will be processed by the CSC, ACU, and other third parties. Your data will be protected in accordance with the General Data Protection Regulation 2016/679 of the European Union. Your personal data will not be sold to any third parties or used for commercial purposes. Third parties with which we share your personal data are required not to sell it.

International transfers

No processing of your data will take place outside the European Economic Area (EEA).

Your rights

You have the following rights:

  • To be informed, which is the purpose of this privacy notice
  • To obtain a copy of your personal data held by the CSC. There is no fee for this unless you make repeated requests for the same data. We will provide your data as soon as possible – at most within one month.
  • To have your personal data rectified if it is inaccurate or incomplete – at most within one month
  • To have processing of your data restricted or stopped if you contest its accuracy and object to its processing. In such cases processing will be restricted until the matter is resolved. We will inform you of that resolution
  • To object to the processing of your data if you consider you have grounds relating to your particular circumstances
  • To complain about the way we have processed your personal data. You can contact the Information Commissioner’s Office, the statutory body which oversees data protection law – visit the ICO website or email casework@ico.org.uk

Last updated: 23 May 2018

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