Privacy Policy

For data collected under this privacy notice (the “Notice”), the University of Edinburgh (“UoE”) is the data controller. To read UoE’s privacy policy please visit the University of Edinburgh Privacy Policy page.

What data we collect and how we use your data

In order to deliver NICE, we may collect and process the following categories of personal data:

  • Contact details (name and email address)

  • Gender

  • Information provided in application forms.

In some circumstances, we may need to process special category personal data for the purposes of ensuring any appropriate safeguards are put in place to deliver NICE or to make reasonable adjustments. This may include information relating to genetic data or health data (for example if you share accessibility needs). We only collect and use this type of data where strictly necessary to support you in connection with NICE and where we have put extra safeguards in place to protect your personal data.

Your personal data will be used to allow us to deliver NICE and for the following purposes:

  • To administer and deliver NICE

  • To evaluate and process your application for NICE

  • To match student teams with their facilitator

  • To monitor and evaluate participation in NICE

  • To comply with legal obligations

  • To communicate with you.

If you are selected to participate in the programme your data will also be shared with the University of Amsterdam, University College Dublin, and the University of Padua to facilitate your participation in the programme.

We will share your name and email address with fellow NICE students whom you will work with in virtual groups as part of the course work. We will share your information because group work is a core component of the programme.

Legal basis for processing

Our legal bases for processing personal data in connection with NICE include:

  • Legitimate interest – to allow us to operate NICE

  • Legal obligation – to comply with law including ensuring that any safeguards are put in place to deliver NICE

  • Consent – for optional marketing emails including any newsletters or events which may interest you or where we rely on your agreement for certain communications

How we collect your personal data

We use different methods to collect personal data from and about you including through:

  • Direct interactions. You may give us your personal data directly by filling in your application form or corresponding with us.

  • Indirect interactions. We may also receive your personal data indirectly from:

    • Third parties (such as the other institutions or organisations involved in NICE); or

    • Publicly available sources or databases.

Third parties

We may share your personal data with partners participating in NICE, facilitators working with the student teams, service providers supporting our systems or regulators or supervisory authorities where legally required.

We use Online Surveys to administer applications. If you are interested, you can read their privacy policy on the Online Surveys Privacy Policy page.

We do not use profiling or automated decision-making processes.

Retention periods

  • If you apply to the NICE programme and are not selected, your data will be kept for one year following the end of the programme cycle that you applied to.

  • If you apply to the NICE programme and are selected, your data will be kept for five years after the programme in which you participate concludes for the purposes of data aggregation.

International transfers

As NICE involves international universities and facilitators, your data may be transferred outside the UK and EEA. We ensure appropriate safeguards are in place, such as the use of the UK International Data Transfer Agreement (IDTA), EU Standard Contractual Clauses (SCCs), or reliance on adequacy decisions where available.

Your rights

You have the following rights under data protection law:

  • The right to be informed (as set out in this Notice)

  • The right of access

  • The right to rectification

  • The right to erasure

  • The right to restrict processing

  • The right to data portability (i.e. the right to ask us to put your data into a format that it can be transferred easily to a different organisation).

  • The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by us. The right of access to personal information held about you exists in order to be aware of, and verify, the lawfulness of the processing. Please use the contact information below to exercise these rights.

Contact details

If you have any questions about this Notice, please contact goabroadprojects@ed.ac.uk in the first instance.

You can also contact UoE’s (as the lead institution) Data Protection Officer at dpo@ed.ac.uk. More details about our data protection policy can be found at https://data-protection.ed.ac.uk/data-protection-policy and as set out above.

Complaints

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please email casework@ico.org.uk or call 0303 123 1113. Visit the ICO website for further contact information.

Updates to this notice

This Notice is not contractual and can be updated at any time. If there are any substantial changes to the way we use personal information we will update this Notice and publish an updated version as required.