Privacy Statement - Fellowship Programme

The information you provide will be used by the Software Sustainability Institute (a collaborative project between the University of Edinburgh, the University of Manchester, 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, country of residence, institution, career stage, and discipline along with materials you have provided in your application.
  • We do not share other demographic information or contact details.
• Report aggregated information on the Fellowship programme to our funders, Advisory Board and publicly via our website, as well as evaluate and improve promotional and recruitment strategies for the Fellowship Programme. This includes demographic information like country of residence, gender, and ethnic group, as well as home institution and department, career stage, work and research area, operating system, funders, social media presence.
• If selected to receive a Fellowship:
  • Enable you to submit, and keep you informed on the progress of, expense claim requests made in conjunction with your Fellowship.
    • This includes your name, contact details and banking details.
  • 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.

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 temporarily manage your application data; Dropbox to store your application video and document and share it with reviewers; and Mailchimp for email communication. After the application process is completed, all application data is transferred and stored in the Institute’s Sharepoint intranet space hosted through the University of Edinburgh’s Office 365 subscription. 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.

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 minimal personal data you provided as part of the application for three years after your application if unsuccessful (name, institution, and ORCID). Information about previous applications will not be shared with reviewers but is used to evaluate and improve our selection processes. 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 licence 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: https://data-protection.ed.ac.uk/notice 

Photo by Bernd 📷 Dittrich on Unsplash