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 EMJM Programme. This Privacy Notice will explain how the EMJM Consortium will process your personal data.
Why we need it
We need to collect your basic personal data such as name, email address, contact details, academic transcripts, bank account details, passport information, location data and where relevant, special category data such as disability and other health data in order to provide teaching and administrative services required for the completion of the Erasmus Mundus Joint Masters programme, and where relevant, in order to administer any Erasmus Mundus scholarship awarded to you. We will not collect any personal data from you that we do not need in order to provide and oversee this service to you.
Legal basis for processing your data
We must have a legal basis for processing all personal data. In this instance, we require your data for Contract and Public Interest as it is necessary for the teaching and administration of your place on the EMJM Programme.
Legal basis for processing Special Categories of Personal Data
Because we may need to process Special Categories Personal Data, we therefore require a further legal basis to process this type of personal data. In this instance, our legal basis is: ‘Explicit Consent’.
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. Your details will be shared with the consortium partner universities and the Education, Audiovisual and Culture Executive Agency of the European Commission (EACEA) and will be stored on their respective servers. Your name, contact details, previous academic transcripts and current academic records, passport information and location data will be shared with relevant staff at the programme’s partners. This is to fulfil administrative requirements of the programme including registration, enrolment and degree classification at each institution. Disability and other health information will be shared with relevant staff at the programme’s partners, considering any instructions given by you on registration with the Disability Service at the University of Glasgow (e.g. whether teaching and administrative staff should be made aware or not). Your name, date of birth, gender, email address and location data will be shared with the insurance broker, 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 programme. Your name may be shared with student accommodation providers for the purpose of organising accommodation during the programme’s mobility periods. Where relevant, your name may be shared with the Embassy(s)/Consulate(s) 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 location data will be shared with the European Commission’s Education, Audiovisual 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 or any Erasmus+ grants awarded to you. necessary safeguards are in place covering the sharing of data with partners based outside of the UK/EEA. In addition, necessary safeguards have been put in place for the purposes of sharing data with partners based outside of the UK/EEA.
How long do we keep it for?
Your data will be stored by the EDUMaH Consortium for 5 years after the end of the programme’s Erasmus Mundus grant funding period. After this time, data will be securely deleted. Certain limited data will be retained permanently by each of the programme’s degree-awarding partner universities as part of your student record.
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 dp@gla.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, you can contact the University Data Protection Officer who will investigate the matter. Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk. 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) https://ico.org.uk/.
Contact details
If you have any questions relating to this consent form or the way we are planning to use your information, please contact: edumah@glasgow.ac.uk