Information about you: how we use it and with whom we share it

The information you provide will be used by the Software Sustainability Institute (a collaborative project between the University of Edinburgh, the University of Manchester, the University of Oxford and the University of Southampton) to:

• Administer your Fellowship with the Institute, including your participation in the selection process.

  • This includes sharing some of your information with external reviewers, including your name, institution, career stage, and discipline along with materials you have provided in your application.

  • We do not share other demographic information or contact details.

• Enable you to submit expense claim requests related to our Fellowship Programme.

  • This includes your name, contact details and banking details.

• If selected to receive a Fellowship:

  • Enable you to submit and keep you informed on the progress of requests made in conjunction with your Fellowship.

  • Create pages on our websites showcasing the work you have done as a Fellow of the Institute.

  • Review your progress as a Fellow in your inaugural year.

  • Keep you informed about Institute activities and events related to your Fellowship.

• Report aggregated demographic information on the Fellowship programme to our funders, Advisory Board and publicly via our website.

The Institute will use external companies to process some information about you on the Institute’s behalf. We use Google Forms, Google Sheets and Google Drive to collect and manage your application data; Dropbox to store your application video and document and share it with reviewers; and Mailchimp for email communication. The Institute, through its constituent University partners, remains responsible for the information and will ensure it is kept securely. All information relating to expense claims is stored and managed on systems operated by the University of Edinburgh and is not shared with any external companies.

Legal basis: contract

We are using information about you because it is necessary for performance of a contract, namely allowing you to participate in the Fellowship programme and receive funding (including the case where you have been awarded funding in connection with a Fellows activity or event).

We will hold the personal data you provided for one year after your application if unsuccessful. If you are successful and awarded a Fellowship, we will hold the personal data you provided for one year after you choose to withdraw from the Fellowship programme or one year after the closure of the Institute. Exceptions to this are:

• We are obliged to keep your expenses claims for longer (a period of seven years) to comply with legislation [1970 c.9, 1980 c.58].

• Information about funding requests you have submitted will be kept until one year after the closure of the Institute.

• Blog posts and web pages you provide as part of your Fellowship will be published under a CC-BY license and will be archived indefinitely.

To view and update the information we have about you, get in touch with the Fellowship management team at fellows-management@software.ac.uk.

If you have any questions, please contact Neil Chue Hong, Director - Software Sustainability Institute, info@software.ac.uk.

This privacy statement is continued at: edin.ac/privacy