Privacy Notice for Student Scholarships

Components

This Privacy Notice explains who we are, how and why we collect and use personal information about you, our lawful basis, relevant retention periods, and how you can exercise your privacy rights. Please do read this notice to understand our practices and if you have any questions please contact us using the contact details provided below.

Who we are

The Manchester Metropolitan University (‘the University’) is the Data Controller in respect of the personal data you provide. The University is registered as a Data Controller with the Information Commissioner’s Office (ICO) and manages personal data in accordance with the General Data Protection Regulation (GDPR) and the University’s Data Protection Policy.

The personal data we process

The personal data we collect about you may include the following:

Personal details such as title, name, address, telephone number, email address, date of birth, sex and gender;

  • Education and employment history information;
  • Visa, passport and immigration information;
  • Academic Merit/qualification information;
  • Funding and financial support information.

 We may also process the following special category personal data:

  • Information about your race or ethnicity, sexual orientation and religious beliefs;
  • Information about your health, including any disability and/or medical condition;
  • Information about criminal convictions and offences (if applicable to your course).

Most of this information comes from your application, either via your Universities and Colleges Admission Service (UCAS) or your direct application.  We may also collect additional information from third parties, including the Disclosure and Barring Service, referees, previous schools, colleges and universities. We may also share your information with third parties, if those third parties form or are part of a panel that will make a decision on your application.

The purpose and lawful basis of the processing

Contract: We process personal data with a view to entering into a contractual relationship with you. We process personal data in order to fulfil our contractual obligations to you. Public task: As a public authority conducting activites in the public interest which have a basis in law.

  • Assess and manage your scholarship application.
  • Confirm that you have enrolled on the first year of a new full undergraduate degree programme at Manchester Metropolitan University in the relevant academic year.
  • Confirm you have a UK Student Support Number (English, Scottish, Welsh and Northern Irish students).
  • Verify you applied online to be income assessed by Student Finance.
  • Verify you will be paying tuition fees under the new tuition fee regime of £9,250
  • Confirm that you will be self-funding. Your course of study must not be externally funded (e.g. through the NHS).
  • Confirm that you have demonstrated financial need, and your household income indicates that you are eligible for means-tested support from Student Finance with a household income of up to and including £42,875.
  • Confirm your tuition fee status if you are an international student.
  • Share your data with third party panel members. We may also share your information with third parties, if those third parties form or are part of a panel in order to be able to make a decision on your application.

Legitimate interests: we process personal data for these purposes in ways which you would reasonably expect and which we believe have minimal privacy impact.

  • Deal with your enquiries and to make contact with you when you request information from us.
  • Handle any complaints you may have so that we can improve our business.

Consent: we offer you as real choice and control whether you wish to participate in these activities unless the requirements form part of the terms and conditions of the scholarship in which case we process your information under contract.

  • Contact you about events or activities which are held for our scholarship recipients and that we think may be of interest to you.
  • Invite you to participate in student focus groups and/or surveys.
  • Invite you to be involved in our marketing activities, which may include using your image or creating videos, vlogs or social media content.

Legal obligation: under the Equality Act 2010 we are obliged to consider reasonable adjustments and offer support on the grounds on health and disability. We will also seek your consent to process personal data in relation to medical and disability data.

  • Determine whether any adjustments need to be made for you if you have declared a disability.
  • Take account of, and provide additional support for, any disabilities, health issues or conditions.

Disclosures to third parties

To help us convey the impact of supporting scholars and to thank our donors, successful scholars are asked to provide regular updates on their progress on the programme and a short report at the end of each academic year. 

We will share the following information with your donor:

  • your first name
  • course of study
  • any reports or quotes as described above.
  • we only share photographs with your consent.

The right to withdraw consent

If we have collected and process your personal information with your consent, then you can withdraw your consent at any time. Withdrawing your consent will not affect the lawfulness of any processing we conducted prior to your withdrawal, nor will it affect processing of your personal information conducted in reliance on lawful processing grounds other than consent. You can withdraw your consent by writing to [email protected]

Data retention

Your personal data will only be retained for as long as it is necessary in accordance with the University’s Retention and Disposal Schedule. Specifically, applications forms / scholarship related information relating to unsuccessful applicants will be retained for 12 months from the end of the application process. We will retain the personal data relating to financial support and student tuition fees of successful applicants until the termination of our scholarship relationship with you + 6 years. This includes:

  • Records documenting remission of tuition fees in exceptional circumstances.
  • Records documenting the collection and receipt of tuition fees.
  • Records documenting debt recovery of student fees (tuition, accommodation etc.)
  • Invoices documenting the payment of financial aid funds and bursaries to individual students.
  • Records documenting payment of prizes.

Your rights in respect of the processing

The General Data Protection Regulation provides data subjects with the following data subject rights:

The right to be informed – this privacy notice assists with fulfilling these obligations.

  • The right of access to personal information held about you in order to be aware of, and verify, the lawfulness of the processing.
  • The right to rectification.
  • The right to erasure.
  • The right to restrict processing
  • The right to data portability
  • The right to object

Please note, that these rights apply in certain circumstances, for example according to the lawful basis utilised by the University. To exercise these rights please write to: [email protected].

For information about the data subject rights please refer to the main Student Privacy Notice.

Contacting us

For questions or concerns about this Privacy Notice, or our use of your personal information our Data Protection Officer can also be contacted using [email protected], by calling 0161 247 3331 or in writing to: Data Protection Officer, Legal Services, All Saints Building, Manchester Metropolitan University, Manchester, M15 6BH.

Right to lodge a complaint with the supervisory authority

You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) as the supervisory authority in respect of the processing of your personal data. We would encourage you to expend our internal complaints procedure through our initial contact and the University Data Protection Officer, prior to contacting the ICO. Please contact: [email protected] or telephone: 0303 123 1113. For any further contact information please see: https://ico.org.uk/global/contact-us/.

Updates to this privacy notice

We may update this privacy notice from time to time in response to changing legal, technical or business developments. When we update our privacy notice, we will take appropriate measures to inform you, consistent with the significance of the changes we make.