Privacy notice: The Eric and Wendy Schmidt AI in Science Postdoctoral Fellowship Program (Schmidt AI in Science Fellows Program)

Data protection

We (the University of Oxford) [note 1 below] take your privacy seriously. This privacy notice tells you what we are doing with your data and how we will keep it safe. 

How will we use your data?

We need to process your data for the following purposes, related to the Schmidt AI Fellows Program: registering your application to the Schmidt AI in Science Fellows Program, carrying out remit checks or overlaps with other funds managed by the university, reviewing your submission, contacting  applicants, announcing and sharing funding outcomes, sharing additional funding opportunities, exhibiting and publicising the project summary (successful applications), and evaluating the Schmidt AI in Science Fellows Program project and portfolio. 

Applicant data (name, telephone number, and email address) will be processed for peer review, monitoring, evaluation and administration of the project and funding, and in order to contact the successful and unsuccessful applicants, and for dissemination of information about the program’s activities and events, and for collecting feedback for the project evaluation. 

Your data (name, department, and project title and lay summary) will be used to identify your Schmidt AI in Science Fellows Program project, including on webpages displaying successful Schmidt AI in Science Fellows Program-funded applications in the MPLS Division and departments. We may also use your data in publicity or promotional material related to the Schmidt AI in Science Fellows Program, including on University websites. 

Application data will be collected through the University's IRAMS system. You can view the IRAMS data privacy notice, and the IRAMS data retention policy. 

Who has access to your data?

Access to applicant data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above. Your data may be shared publicly as described above, in relation to the Schmidt AI in Science Fellows Program. 

How long will we keep your data?

We will only retain your data for as long as we need it to meet our purposes, including any relating to legal, accounting, or reporting requirements.

How will we keep your data safe?

Your data will be held securely in accordance with the University’s policies and procedures. Further information is available on the University’s Information Security website. 

How will we store and use your data?

We store and use your data on University premises, in both a manual and electronic form. 

What are your rights?

The General Data Protection Regulation (GDPR) is designed to put you in control of how your personal information is collected and used. It gives you these rights: 

• To see what information we have about you

The right to be informed allows you to ask for full details of the personal information we hold on you.

• To change the information

The right to ask us to correct anything that you think is wrong with the personal information we have on file about you, or if it is incomplete.

• To be forgotten

The right to erasure allows you to ask us to delete your personal information.

• Stop us using the information

The right to object allows you to tell us to stop using your information.

• Change how the information is used

The right to restrict processing allows you to ask us to only use or store your information for certain purposes.

• Move the information

The right to data portability allows you to ask for and download your personal information electronically, so you can move it, copy it or keep it for yourself. 

Further information on these rights is available from the Information Commissioner’s Office. 

You can withdraw your consent for the processing of your data at any time by contacting us at research@mpls.ox.ac.uk. In this event, we will stop the processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent. 

Contact

If you wish to ask any questions about our use of your data, or want to exercise any of the rights described above, please contact us at research@mpls.ox.ac.uk. Please note that we may keep a record of your communications to help us resolve any issues which you raise. 

You can also contact the University’s Data Protection Officer at dataprotection@admin.ox.ac.uk