Warm Welcome Scholarships privacy notice

The British Council and the Department for Education (DFE) are both independent data controllers of the information that you provide as part of your participation in the Warm Welcome Scholarships Scheme. This means that the British Council and DFE are responsible for determining how your information is collected and used.

The legal basis for collecting your data is:

• that processing is necessary for the Performance of Contract for the British Council. Specifically, the purposes of processing your application, making any awards, monitoring and review of any grants and reporting on the scholarship programme to DfE as the funder.
• that processing is necessary for the Department for Education to perform their official duty, which is in the public interest (Article 6 (1) (e). Specifically, the purposes of funding the delivery of the scholarship programme as part of government policy, for the review and auditing of policy, for research and for the future development of policy.

By submitting your application, you understand that the information from your application form will be shared with the British Council sub-contractor, Submittable, for the following purpose;

• they are the providers of the application platform and will store the data given in the application form.

By submitting your application, you also understand that anonymised information from your application form will be shared with the British Council sub-contractor for the following purpose:

• in order to assist with independent evaluation of the scholarship applications.

The British Council will share your personal information with the Department for Education to support their monitoring and evaluation of the scholarship programme and decisions on successful scholarship awards will be made in collaboration with them. This will include special category data (gender/ethnicity/disability/ethnicity) where provided and immigration status.

• Other than for the purposes mentioned herein, your personal data will not be shared outside the British Council without your explicit permission.

In order to achieve the necessary purposes outlined above, your personal information may be securely transferred and/or stored in the following locations:

• United Kingdom
• The United States (Submittable)

The British Council and the Department for Education comply with data protection law in the UK and laws in other countries that meet internationally accepted standards. You have the right to ask for a copy of the information that the British Council and/or DfE hold on you, and the right to ask us to correct any inaccuracies in that information.

In some situations, you have the right to require us to restrict the processing of your personal information. You can require us to restrict processing in the following circumstances:

1. We are processing your personal data unlawfully and you do not want us to delete the information but restrict it instead.
2. You are concerned that the information we hold about you is inaccurate. You can ask us to restrict the information until we are able to determine whether the information is accurate or inaccurate.
3. We no longer need the information for the purposes for which we collected it, but they are needed by you for the establishment, exercise or defence of legal claims.
4. You have objected to the processing (see below) and we need to decide whether the legal basis under which we have to process the information override your fundamental rights. This is for the ‘performance of contract’ for the British Council and the ‘exercise of an official duty’ for the Department of Education.
5. You think we are processing your personal information unlawfully, but do not want the information deleted.

You have the right to object to our processing your personal information for the following purposes;

• Processing for the purposes of direct marketing;
• Processing for the purposes of automated decision making and/or individual profiling.

In certain circumstances you have the right to require that British Council and/or the Department for Education securely deletes or destroys your personal information (the ‘right to be forgotten’).

In certain circumstances you also have the right to data portability, that is the right to request and receive a copy of your information in a structured, commonly-used and machine-readable format, along with the right to ask us to send that information to another organisation.

In order to exercise any of your rights under the Data Protection Act 2018 / GDPR, please contact:

The British Council at

IGDisclosures@britishcouncil.org

The Department for Education at

dataprotection.office@education.gov.uk

If you have concerns about how we have used your personal information, you also have the right to complain to a privacy regulator.

Complaints about how we process your personal information can be considered by the UK data protection regulator, the Information Commissioner’s Office (ICO). The ICO can be contacted using the following details:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
United Kingdom 

www.ico.org.uk

casework@ico.org.uk

For further detailed information on how the British Council process personal information, please refer to the privacy section of our website, www.BritishCouncil.org/privacy-cookies/data-protection or contact your local British Council office.

For further detailed information on how the Department for Education manages personal information, please refer to the Personal Information Charter.

The British Council will keep your information for a period of 7 years from the date of your last activity in the Warm Welcome Scholarships Programme.

The DfE will process personal data, but only where necessary, for up to 7 years after the expiry of the Grant agreement and thereafter, solely for archiving and research purposes (where personal data can be retained where necessary in perpetuity).