VC PhD Scholarships privacy notice

Information you need to know

The VC’s Office is part of Liverpool John Moores University. See further information on the institution.

Liverpool John Moores University is the Data Controller.

Our Data Protection Officer can be contacted at DPO@ljmu.ac.uk.

This privacy notice explains how we use your personal information and your rights regarding that information.

For information about how the wider university uses personal data, please see the Privacy notice section of our website.

Information we are collecting

When you apply for an LJMU Vice-Chancellor’s PhD Scholarship, we collect personal information through the application form. This includes your name and contact details.

As part of assessing your eligibility, we also collect information about your ethnicity and nationality.

Source of the personal data

The personal data we process is provided directly by you when you complete the LJMU Vice‑Chancellor’s PhD Scholarship application form and the associated equal opportunities monitoring form.

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

We process personal data in accordance with the principles of the GDPR and only where there is a valid lawful basis to do so.

We collect and use personal data in order to administer and assess applications for the LJMU Vice‑Chancellor’s PhD Scholarship. Personal data such as your name and contact details is required so that we can verify your identity, assess your application and contact you in connection with the scholarship. This processing is carried out under Article 6(1)(e) of the UK GDPR, as it is necessary for the university to perform its functions in relation to the administration and awarding of scholarships.

Information provided through the equal opportunities monitoring form, including data relating to ethnicity and nationality, is used only to assess eligibility for specific aspects of the scholarship scheme, such as positive action measures. This information is processed with your explicit consent under Article 9(2)(a) of the UK GDPR.

Who has access to this data

Your personal data is only accessed by LJMU staff where this is necessary for them to carry out their role. This may include staff within the Vice Chancellor’s Office and the academic supervisor who submits or supports the scholarship application.

Your personal data is not shared with any third‑party organisations.

How the university protects your data

We are committed to keeping your personal data safe in line with data protection legislation and the university’s information security and data protection policies.

Your application information is stored on the university’s secure systems. Access controls are in place to ensure that only authorised staff who need to consider or make decisions about your application are able to access it.

How long the university keeps your data

Your personal data is retained in line with the university’s Records Retention Schedule.

If your application for a Vice Chancellor’s PhD Scholarship is successful, your personal data will normally be retained for the duration of your programme of study, plus six years.

If your application is unsuccessful, the personal data you provided as part of the application process will normally 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
  • request that the university changes incorrect or incomplete data if you think that it is inaccurate or out of date
  • request that the university delete or stop processing your data, for example where the data is no longer necessary or legally required for the purposes of processing

If your personal data has been provided by consent, you have a right to withdraw that consent at any time.

If you would like to exercise any of these rights, please contact the Data Protection Officer at DPO@ljmu.ac.uk.

If you do not provide data

If you do not provide the personal data requested in the application form, we will not be able to verify your identity or contact you about your application.

If you choose not to provide personal data as part of the equal opportunities monitoring form, we will be unable to assess whether your application meets the criteria for any studentships that include additional UK positive action elements.

Transfers of data outside the UK

We normally keep your personal data within the UK. In some cases, however, we may need to transfer it to another country – for example, to deliver a contract with you or to work with a partner organisation such as a university based overseas.

Whenever this happens, we make sure your information stays protected. This could be through a UK “adequacy regulation” (which confirms that the other country’s data protection laws are up to UK standards) or by putting strong safeguards in place.

These safeguards might include:

  • model contractual clauses
  • formal data sharing or processing agreements
  • binding corporate rules

In short, even if your data travels abroad, it will continue to be treated with the same care and respect as it would under UK law.

Automated decision-making

We do not use computers to make decisions about you based solely on your personal data. Any decisions that affect you will always be made by a human, ensuring that you are treated fairly.

How to complain to the university

You have a right to complain to the university if you think it has not properly responded to your request for personal information or feel it has not handled your personal data responsibly.

If you are not satisfied with how your request for information or how your personal data has been handled, you should set out your complaint in writing to:

Maria Burquest
University Secretary and General Counsel
Legal and Governance Services
2nd Floor Exchange Station
Tithebarn Street
Liverpool
L2 2QP

or by email via DPO@ljmu.ac.uk.

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 using the following details:

  • Post: Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK95AF.
  • Telephone: 0303 123 1113.
  • Email: contact can be made by accessing ICO website.