Privacy Notice

Your Personal Data

The University of Glasgow will be what is known as the ‘Data Controller’ of your personal data which is being processed in relation to the IMAESC Consortium as part of the application process for the Erasmus Mundus scholarship. This Privacy Notice will explain how The University of Glasgow as part of the IMAESC Consortium will process your personal data.

Why we need it

We are collecting your personal data such as name, email address, contact details, academic transcripts, bank account details, passport information, address and where relevant limited special categories data (such as disability, ethnicity, other health data) in order to facilitate and manage your application for an Erasmus Mundus scholarship.

Legal basis for processing your data

In addition, we may be processing some ‘Special Categories Personal Data’ that you volunteer to us.  We do this in order to fulfil our obligations in regard to equal opportunities monitoring as well as supporting any Good Cause Claims or Disability relates services.  In order to process your data for these purposes we are relying upon:

  • Article 9(2)(g) of the GDPR in that processing is necessary for reasons of substantial public interest to be read in conjunction with the Data Protection Act 2018 Schedule 1  Part 2 Article 8(1)(a) and Article8(1)(b) in that we are processing your data in that processing is necessary for the purposes of identifying or keeping under review the existence or absence of equality of opportunity or treatment between groups of people specified in relation to that category with a view to enabling such equality to be promoted or maintained.
  • Where no substantial public interest condition has been met however we require to process your special categories data in order to provide you will elements of this scholarship we will seek your explicit consent in order to process your data.

What we do with it and who we share it with

Your data will be processed by staff at the University of Glasgow in the United Kingdom. We will not share your data with any third parties subject to the following exceptions:

  • Your name, email address/contact details, previous academic transcripts and current academic records, passport information and location data will be shared with relevant staff at the IMAESC programme’s degree-awarding partners. This is to fulfil administrative requirements of the programme including registration and enrolment at each institution.
  • Your disability data and other health information will be shared with relevant staff at the IMAESC programme’s degree-awarding partners, taking into account any instructions given by you on registration with the Disability Service at the University of Glasgow (e.g. whether teaching staff should be made aware or not)
  • Your name, date of birth, gender, email address and address will be shared with the insurance broker (Marsh), the appointed insurer and their assistance provider, for the purpose of setting up a health and travel insurance policy to cover you for the duration of the IMAESC programme.
  • Your name may be shared with student accommodation providers for the purpose of organising accommodation deals during the programme’s mobility periods.
  • Where relevant, your name may be shared with the relevant Embassy/Consulate in order to help facilitate your visa applications throughout the programme.
  • Your basic personal data such as name, age, gender, contact details, previous institution attended, and your address will be shared with the European Commission’s Education, Audio-visual and Culture Executive Agency and stored on their Online Mobility Tool. This is for the purpose of fulfilling the requirements of the programme’s Erasmus Mundus grant funding.
  • Your bank account information will be processed by staff at the University of Glasgow in the United Kingdom only, for the purpose of administering your Erasmus Mundus scholarship.

How long we keep it for

Your application data will be stored by the IMAESC Consortium until the end of the current recruitment cycle. If you take up a place on the programme your application data will be stored until 5 years after the end of the IMAESC programme’s Erasmus Mundus grant funding period.

Unsuccessful applications are also stored until 5 years after the end of the IMAESC programme. This retention is required as part of the agreement with the European Commission Agency as part of their programme audit requirements.  After this time, all data will be securely deleted.

Certain limited basic categories data may be retained by our partner institutions for a longer period. For more details regarding this retention please see those institutions privacy polices:

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 to have it corrected. You also have the right to request data portability.

As we are using ‘Consent’ as the legal basis to process your personal data and ‘Explicit Consent’ as the legal basis to process your Special Categories of Personal Data, you also have the right to withdraw your consent at any time. If you wish to exercise any of these rights, please contact

*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. 


If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter. Our Data Protection Officer can be contacted at If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO)

Contact details

If you have any questions relating to this consent form or the way we are planning to use your information please contact: