VC PhD Studentships privacy notice

Information you need to know

The VC’s office is part of Liverpool John Moores University. Liverpool John Moores University is the Data Controller.

Contact our Data Protection Officer.

LJMU takes your privacy very seriously. This privacy notice explains how we use your personal information and your rights regarding that information. We will always use your data as set out in the principles of the General Data Protection Regulation (GDPR) and all current Data Protection Legislation. We are committed to being transparent about how we collect and use your data and to meeting our data protection obligations.

For more information about how the wider University uses personal data please visit the Student privacy notice.

The type of information we are collecting

In the LJMU PhD Studentship application form:

  • Your name
  • Date of birth
  • Contact details

In the eligibility form:

  • Your ethnicity
  • Your nationality

Why we are collecting your data and the legal basis for this

LJMU will collect personal data from you for several reasons and will at all times do so in compliance with the principles of the GDPR, and for one of the legal basis set out in Article 6 of the Regulation. 

Personal data is required so that we can verify and contact you. This is collected under the provisions of the following articles of the GDPR: 

  • Article 6(1)(b)Performance of a contract for example your student contract.
    On many occasions the University will process your data to enable it to meet its commitments to you
  • Article 6(1)(e) Public task
    Information on the equality monitoring form is used to check your eligibility for certain “positive action” aspects of the available studentships. Data related to your ethnicity and nationality are processed for this purpose with your explicit consent under the provision of Article 9 (1) (a).

The source of this personal data

The data will be provided by the applicant on the LJMU PhD Studentship application from and eligibility form

Who has access to this data

Your personal data will be used only by relevant LJMU staff where the data is necessary for them to undertake their designated role.

Examples of relevant staff may include:

  • VC’s Office
  • The academic supervisor who submits the application
  • Your personal data will not be shared with a third party

Protection of your data

The University takes Data Protection very seriously and at all times your personal data will be handled in line with the University’s Information Security Policy. 

Information will be stored on LJMU’s secure systems. Access control ensures only those who have a need to make decisions about your application are able to see it.

The length of time your data will be stored for

Data will be held in accordance with the LJMU Records Retention Schedule. If your application is successful, your personal data will be stored for the length of your program of study plus 6 years. If your application is not successful any data submitted in the application will be deleted within one year.

Your rights

As a data subject, you have a number of rights. You can:

  • Access and obtain a copy of your data on request, this could be in a portable electronic format
  • Require the University to change incorrect or incomplete data if you think that it is inaccurate or out of date
  • Require the University to delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing
  • Where your personal data has been provided by consent, you have a right to withdraw that consent at unless it has been used for the purpose of confirming your eligibility for a studentship you enrol in

If you would like to exercise any of these rights, please contact the Data Protection Officer.

What if you do not provide data

Unfortunately, we will not be able to verify your identity and contact you about your application if you do not provide necessary details in the application form. 
If you do not provide personal data on the eligibility form, we will not be able to determine if your application falls within the criteria for requirement to qualify for the additional UK positive action studentships.

Transfers of data outside the UK

Generally, we do not send your personal data outside the UK. However, in some specific cases we may transfer the personal data we collect to countries outside the UK in order to perform our contract with you/or a contract with another organisation that requires your personal data for example a collaboration agreement with a university based outside of the UK. Where we do this, we will ensure that your personal information is protected by way of an ‘adequacy regulation’ with the UK or by putting alternative appropriate measures in place to ensure that your personal information is treated by those third parties in a way that is consistent with and which respects the UK laws on data protection. For example model contractual clauses, data sharing or data processing agreement and binding corporate rules (where applicable).

Automated decision making

We will not make any decisions about you automatically using a computer, based on your personal data. All decisions affecting your application will be taken by a human.

How to complain to the Information Commissioner's Office

You have the right to complain to The Information Commissioner if you believe that our processing of your personal data does not meet our data protection obligations. The Information Commissioner can be contacted by post at Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF. You can phone them on 0303 123 1113 or visit the ICO website.