Privacy

Who we are?

We are the Engineering Biology for Biomedicine Centre for Doctoral Training (EB4BM CDT), a doctoral training programme jointly run by King’s College London, the University of Leeds, and the National Physical Laboratory. If you need to contact us about this privacy notice, please write to eb4bm@kcl.ac.uk

Why do we process your personal information?

This privacy notice relates to a Centre for Doctoral Training that is funded by the UK Research and Innovation (UKRI) Biotechnology and Biological Sciences Research Council (BBSRC) offering fully funded studentships.

We will generally use your personal information to provide you with the services, or information you have requested from us, in relation to the Programme.

We process your personal information in order to:

• Recruit individuals to our Centre for Doctoral Training.
• Report to our funder, the UKRI BBSRC.
• Run the Programme.

We may need to share your information with our service providers for these purposes, but we will ensure that appropriate contracts with these parties are in place, and they only process your information in accordance with our instructions and data protection legislation.

What are the ‘legal bases for processing?’

Data protection legislation allows us to use your personal information in this way because…

1. It is required to deliver an agreement (or ‘contract’) we have with you.
2. We are required to do this by law.
3. It is required for our public purpose as a teaching and research institution.
4. It is in our legitimate interests, and that interest is not overridden by your interests and rights.
5. It is required to protect your (or somebody else’s) life.
6. You have actively given us your permission (or ‘consent’).

For further information regarding how we do this, please see the King’s College London Student Data Collection Notice, the University of Leeds Student Privacy Notice and the National Physical Laboratory Privacy Notice.

As far as the legal basis is consent, you may withdraw your consent at any time by writing to eb4bm@kcl.ac.uk

Do you have to provide your personal information and what are the consequences of not doing so?

You must provide the personal information requested by law / required by our contract. If you do not, you will not be able to join our programme.

How long do we keep your information for?

We will keep your information until the grant used to fund our CDT is closed to ensure we can continue our operations and meet our reporting obligations to the funder, BBSRC. We will also keep your student information according to the relevant University Records Retention Schedule:

• King’s College London Records Retention Schedule
• The University of Leeds Records Retention Schedule

Do we share your information with other organisations?

Your personal information may be shared with…

• Our service providers as data processors such as Qualtrics, a 3rd party provider who hosts the platform we use for our Application Process (https://www.qualtrics.com/privacy-statement/)
• Internal Teams at King’s College London, the University of Leeds and the National Physical Laboratory including Admissions, Faculty and Visa Teams.
• An external funder who partners with EB4BM to offer an externally funded studentship.
• The UKRI BBSRC, as the funder (https://www.ukri.org/about-us/privacy-notice/).
• As required by the funder, UKRI Studentship Data System (SDS)
• Eventbrite for event management activities – https://www.eventbrite.co.uk/help/en-gb/articles/460838/eventbrite-privacy-policy/
• The Intuit Platform by using MailChimp for mailing and marketing activities – https://www.intuit.com/privacy/statement/
• Microsoft 365 for Cloud storage, communications and reporting activities – https://www.microsoft.com/en-us/privacy/privacystatement
• On rare occasions, we may be required or permitted to share personal information by law (e.g. for law enforcement purposes).

What are your rights and who can you contact if you have a concern?

To find out more about how the university deals with your personal information, including your rights and who to contact if you have a concern, please see the university’s core privacy notices at:

• https://www.kcl.ac.uk/terms/privacy.aspx
• https://dataprotection.leeds.ac.uk/gdpr/student-privacy-notice/
• https://www.npl.co.uk/privacy-notice

If you have any queries in relation to how your rights are upheld, please contact us at eb4bm@kcl.ac.uk

Will your information be transferred overseas?

When submitting an Application form, your data may be transferred overseas by Qualtrics for management and storage purposes. For further information please see https://www.qualtrics.com/privacy-statement/. Your personal information may be transferred to the United States due to the location of MailChimp and Eventbrite servers. When taking personal data from the EU, both companies take legally required steps to make sure that appropriate safeguards are in place to protect this data. This includes the use of Standard Contractual Clauses.

Your personal information may be transferred overseas if an external funder who partners with the EB4BM to offer a studentship based overseas.

For countries within the European Economic Area, the data protection rules and standards are the equivalent as in the UK.

If we need to transfer any information to a country not recognised as providing equivalent protection, we will use additional safeguards as set out in the UK GDPR.