Privacy Notice for Glasgow Changing Futures Seed Fund
Your Personal Data
The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the administration and delivery of the Glasgow Changing Futures Seed Fund. This privacy notice will explain how The University of Glasgow will process your personal data.
Why we need it
We collect personal data such as your name, email address, College, School, job title, staff number, and details relating to your project team and project partners in order to administer the Glasgow Changing Futures Seed Fund.
This includes:
- checking eligibility
- receiving and processing applications
- coordinating review and panel processes
- communicating with applicants
- supporting award set up and administration
- monitoring funded activity
- evaluating the outcomes and impact of the fund
- meeting relevant audit, governance and reporting requirements
We will only collect the personal data necessary for these purposes.
As part of the application process, you may also be invited to provide your University staff number for equality monitoring purposes. Providing your staff number for this purpose is optional.
If you choose to provide your staff number for equality monitoring, it will be used only as part of a controlled internal process to allow relevant University colleagues to extract existing equality monitoring information already held by the University in an aggregated and non identifiable format. The Glasgow Changing Futures team will not have access to your individual equality monitoring data and will only receive high level aggregated information that cannot be linked back to you or matched to your application.
Legal basis for processing your data
We must have a legal basis for processing your personal data.
For the personal data collected and processed as part of the Glasgow Changing Futures Seed Fund application, assessment and award administration process, the legal basis is:
Article 6(1)(b) UK GDPR
Processing is necessary in order to take steps at your request prior to entering into a contract. This applies to the personal data required to receive, assess and administer applications and, where relevant, to progress successful applications into a formal funding arrangement.
Where you choose to provide your staff number for equality monitoring purposes, the legal basis is:
Article 6(1)(a) UK GDPR
Consent.
Providing your staff number for equality monitoring is entirely optional. If you do not wish your existing equality monitoring information to be included in aggregated reporting, you should not provide your staff number. Choosing not to provide it will not affect your application.
Any equality monitoring information used for reporting will be provided to the Glasgow Changing Futures team only in an aggregated, non-identifiable format through a controlled internal process.
What we do with it and who we share it with
All the personal data you submit is processed by staff at the University of Glasgow in the United Kingdom for the purposes of administering the Glasgow Changing Futures Seed Fund.
This may include staff involved in application administration, eligibility checks, assessment, panel decision making, award management, reporting and evaluation.
Personal data may be shared internally where necessary with relevant University staff involved in the operation of the fund, including professional services staff, academic reviewers, panel members and, where required, finance, governance or institutional reporting colleagues. We will only share the information needed for these purposes.
Your data will be held within University approved systems and access will be restricted to those who need it for their role. Appropriate security measures will be in place to protect your data, including access controls and secure University systems.
Where staff numbers are provided for equality monitoring purposes, they will only be used within a controlled internal process. Relevant University colleagues will use the staff number to extract equality monitoring information already held by the University and provide this to the Glasgow Changing Futures team only in an aggregated, non-identifiable format. At no point will the Glasgow Changing Futures team have access to an individual’s equality monitoring data.
How long do we keep it for
Your personal data will be retained by the University only for as long as necessary to administer the Glasgow Changing Futures Seed Fund, manage any resulting awards, and meet relevant audit, reporting, legal and governance requirements.
Personal data relating to unfunded applications will normally be retained for 5 years.
Personal data relating to funded applications will normally be retained for 10 years.
These retention periods reflect the University’s need to monitor and evaluate the fund over time, review outcomes and longer-term impacts, undertake reporting and audit activity, and understand application, assessment and funding trends across rounds.
Where possible, information used for monitoring, evaluation and trend analysis will be anonymised and retained in anonymous form for longer term reporting and service improvement. Once identifiable personal data is no longer required for these purposes, it will be securely deleted.
What are your rights?*
You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or erased. You may also have the right to object to the processing of data and the right to data portability.
Where we have relied upon your consent to process your personal data, you have the right to withdraw your consent at any time. This applies to the optional provision of your staff number for equality monitoring purposes.
If you wish to exercise any of these rights, please submit your request via the webform or contact dp@glasgow.ac.uk.
*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out.
Complaints
If you wish to raise a complaint on how we have handled your personal data, please contact dpcomplaints@glasgow.ac.uk in the first instance.
If you are not satisfied with the complaint outcome, or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/