ICE scholarship application privacy notice

This privacy notice is for the ICE scholarship for civil engineering application form.

The ICE Scholarship Scheme within the Department of Civil and Environmental Engineering is part of University of Surrey. We are registered as a data controller with the Information Commissioner’s Office (our notification number is Z6346945) and we are committed to ensuring that the personal data we process is handled in accordance with data protection legislation.

We have a named Data Protection Officer, Suzie Mereweather, who can be contacted via dataprotection@surrey.ac.uk

One of our responsibilities is to tell you about the different ways we collect and use your personal data. This statement provides details about these uses. In addition to this statement, you may be given further information about the uses of your personal data when you use certain services offered by the University of Surrey.

The University of Surrey collects and processes personal data for the purposes of managing the Surrey/ICE Scholarship Scheme. We collect data about:

  • Scholarship applicants
  • Current scholars
  • Former scholars.

The personal data we hold about you consists of:

  • Contact details
  • Name
  • Student number
  • Photo id if provided
  • Academic records.

We receive this data from you when you complete and submit the application form to the Scholarship Scheme. We only collect the data we need and keep that data up to date.

We also receive data from other university sources which have not been provided directly by you. Data is provided from the Student Admissions team at the University.

The University collects only the data we need and we keep the data up to date and only for as long as it is needed. We collect your personal data in order to:

  • Manage your application to the Surrey/ICE Scholarship Scheme
  • Manage the matching process between applicants and sponsoring companies which are part of the Scholarship Scheme.

We take our obligations for data handling seriously and it is therefore important for you to know the lawful basis for us processing your information.

We process the data you give us because you have given your consent for us to do so. You will have provided your consent to process the data for the purposes outlined in this statement which include sharing with potential sponsoring companies with the aim of finding a suitable match for you.

We also process data because it is in our legitimate interests to do so. This processing includes the use of data provided by the admissions team to help us manage the programme. These legitimate interests are determined through an assessment made by weighing our requirements against the impact of the processing on you. Our legitimate interests will never override your right to privacy and the freedoms that require the protection of your personal data. If you are interested in learning more about this legitimate interest assessment, please contact dataprotection@surrey.ac.uk.

The University processes personal data and special category data in accordance with data protection legislation and its own Data Protection Policy. We combine the data you provide during your application with your student data to keep a record of your professional development.

We use this data to monitor scholars progression through the scheme and provide alternative solutions if needed. The information is also used to create general statistics on the scheme; with this information we assess the general progression rate and percentage of scholars joining their sponsoring company upon graduation. This information is relevant to companies and future applicants. This processing is restricted to aggregated data and will not affect any individual data subject.

We keep your personal data in accordance with the University’s retention schedules. This means that your data is kept for 10 years then passed to the University’s historical archive for permanent preservation. All relevant safeguards are met in relation to this historical research.

Internally, we share your personal data with:

  • The Scholarship Management Committee, except with student representatives in this committee.

We do this in order to pre-select candidates with a high potential of being matched successfully.

We share your personal data externally with the following third parties:

  • Sponsoring companies in the Scholarship Alliance.

We do this in order to facilitate the matching process between the candidate and the most suitable sponsoring company.

As an individual whose data we process (a data subject), you have certain rights in relation to the processing. Find detailed information about your rights as a data subject.

You have the right to:

  • Withdraw your consent for us to process your personal data where we have relied on that consent as our basis for processing your data.
  • Ask us to confirm that your personal data is being processed and to access (i.e. have a copy) of that data as well as to be provided with supplemental information about the processing.
  • Request that we rectify any inaccuracies where the data we hold on you is inaccurate or incomplete.
  • Have your data erased by us, although in certain circumstances we may not be able to do this. The circumstances where this applies can be found in the guide to data subject rights information.
  • Restrict the processing of your personal data in certain ways.
  • Obtain your personal data for reuse.
  • Object to certain processing of your personal data.

If you would like to exercise any of your rights please visit our make a privacy request section.

Make a complaint

If you have any concerns about the way that we have handled your personal data please email the Data Protection team as we would like to have the opportunity to resolve your concerns.

If you’re still unhappy, you have the right to complain to the Information Commissioner’s Office (an independent body set up to advise on information rights for the UK) about the way in which we process your personal data.