Privacy Notice

The Heilbronn Institute is committed to safeguarding your personal information in accordance with data protection law. This page explains how and why we collect, use and share personal information from grant applicants and grant holders.

What personal information is collected and why?

We collect or use the following information to gather EDI data from applicants for reporting purposes (self-identification to ensure accurate data):

  1. Gender/Sex
  2. Access Requirement/Disability
  3. Racial/Ethic Origin

We also collect or use the following information so that we can contact you about your application and consider your application:

  1. Email address
  2. Name
  3. Affiliation
  4. Cost, Location and Dates of your Proposed Activity

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. Which lawful basis we rely on may affect your data protection rights. You can find out more about your data protection rights and the exemptions which may apply on the Information Commissioner’s Office (ICO) Website.

To make a data protection rights request, please contact the University of Bristol data protection team using the contact details at the bottom of this privacy notice (there will be a response within one month).

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information is for EDI reporting purposes and so we can contact you about your application and consider your application:

  • Article 6(1)(b) – Performance of a contract – the processing is necessary for a contract with an individual, or because an individual has been asked to take specific steps before entering into a contract.
  • Article 9(2)(a) – Explicit consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

Where we get personal information from

Directly from you.

How long we keep information and where

All information you provide us will be kept secure within the University of Bristol cloud storage systems for a period of 6 years and then will be destroyed.

Who we share information with

  1. EDI data will be anonymised and presented in annual reports, shared with legal bodies or authorities and be published on our website – for data reporting purposes.
  2. Your application will be shared with academics from the Heilbronn Institute – so they can decide on funding eligibility.

Your Rights: To make a rights request, please contact the University of Bristol data protection team at data-protection@bristol.ac.uk.

Right of Access: You have the right to request access to and be provided with a copy of the personal data held about you together with certain information about the processing of such personal data to check that the University is processing it lawfully and fairly.

Right to Correct: You have the right to request correction of any inaccurate or incomplete personal data held about you.

Right to Delete: You have the right to request erasure of any personal data held about you where there is no good reason for the University to continue processing it, or where you have exercised your right to object to the processing of your personal data.

Right to Restrict: You have the right to request restriction of how the University processes your personal data, for example, to confirm its accuracy or the University’s reasons for holding it or as an alternative to its erasure.

Right to Object: You have the right to object to the University’s processing of any personal data which is based on the legitimate interests of the University, or those of a third party, relating to your particular circumstances. You also have the right to object to the University processing your personal data for direct marketing purposes.

Right to Data Portability: You have the right to receive or request that the University transfers a copy of your personal data in an electronic format where the basis of the University processing such personal data is your consent or the performance of a contract, and the information is processed by automated means.

Complaints: You have the right to complain to the Information Commissioner’s Office (ICO) or any other EU supervisory authority in relation to how the University processes your personal data.

Contact details and how to complain: If you have any concerns about our use of your personal data, you can make a complaint to the Heilbronn Administrator at heilbronn-administrator@bristol.ac.uk (0117) 428 4971. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the University of Bristol data protection team at data-protection@bristol.ac.uk.

Page last updated: 17 December 2024