MISTRAL (“we”, “us” and “our”) is committed to protecting your personal data. This notice is addressed to applicants to Early Stage Researcher positions in in the beneficiary organisations in the MISTRAL network (“you” and “your”). This Privacy Notice tells you why we need to collect personal information about you, what we will do with it, and how we will look after it. It also tells you about your legal rights in relation to your Personal Data. If you have any questions about this privacy notice, please contact us. Contact details are provided below.

WHO WE ARE

1. We are the beneficiaries of the MISTRAL (Multi-sectoral approaches to Innovative Skills Training for Renewable energy & sociAL acceptance) project, a project funded by the European Union's Horizon 2020 research and innovation programme under the Marie Skłodowska-Curie actions grant agreement MISTRAL No 813837.

The beneficiaries are:

• Queen's University Belfast (QUB)
• Technical University of Denmark (DTU)
• University Institute of Lisbon (ISCTE-IUL)
• University College Cork (UCC)
• Institute for Future Energy Systems (IZES)
• University of St.Gallen (St.Gallen)
• University of Exeter (UNEXE)

HOW YOUR PERSONAL DATA IS COLLECTED

2. Information you provide:When providing application services (including using the online application portal, communications and any subsequent applicant related activities) we will ask for information about you, such as your name, address, DOB, etc. this is known as your “Personal Data”. We may also ask you for some special categories of information (for example criminal convictions, health, and religion). This is known as your “Sensitive Personal Data”.

3. Data from other sources:We also collect information about you from other sources and this also forms part of “Personal Data”. This includes information from:

Past employers
Named referees
The Police (for use in background checks where necessary)
Local and national government agencies, such as HMRC
Banks or building societies
Colleges or Universities
Occupational Health (where required)

HOW WE USE YOUR PERSONAL DATA

4. We use your Personal Data and Sensitive Personal Data in the following ways:

• For the purposes of processing your application
• To conduct the relevant ‘right to work’ checks
• To confirm the status of professional qualifications
• To make payments to you
• For communications
• For statutory reporting
• Where required, for clearance checks or Access NI checks

LEGAL BASIS FOR COLLECTING AND USING YOUR PERSONAL DATA

5. We will only use your Personal Data if we have valid reasons for doing so. These reasons are known as our “legal basis for processing”. In certain circumstances we may ask for your consent to process your information. At other times we may be required to process your information to enable us to fulfil our part of the contract we have with you. There are circumstances where we have a legitimate interest to process your personal data, for example to provide you with a service which you have requested. The legal bases for processing your Personal Data are:

• Legal Obligation – We are legally obliged to ensure you have the right to work in the country of the beneficiary.
• Legitimate interests of the data controller – We are required to process your data in order to fulfil our core business needs.
• Contractual obligations - owing to the staff contract.

When required, we may also need to process your sensitive (special category) data. Our conditions for processing data of this nature are:

• (h) processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3
• (j)  processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

WHO WE SHARE YOUR DATA WITH

6. In line with our Data Protection Policy and Procedures we can share your information, including Personal Data and Sensitive Personal Data, with the following parties for the purposes set out above:

• Department of Employment and Learning
• Department of Enterprise, Trade and Investment
• Department of Health
• Social Services and Public Safety
• Higher Education Statistics Agency (HESA)
• Universities and Colleges Employers’ Associations
• When necessary, the Police and officers of the Court
• University and research personnel (HR, recruitment coordinators, supervisors etc.)

DATA PROCESSING OUTSIDE EUROPE

7. We will not transfer your Personal Data and Sensitive Personal Data outside of the European Economic Area.

HOW LONG YOUR INFORMATION WILL BE KEPT

8. We will keep your Personal Data and Sensitive Personal Data for up to 12 months from date of application. We will only keep your information if we need it for one of the reasons described above. We place great importance on the security of the Personal Data that we hold, including the use of physical, technological and organisational measures to ensure your information is protected from unauthorised access and against unlawful processing, accidental loss, alteration, disclosure, destruction and damage.

YOUR RIGHTS

9. The Data Protection Act 2018 provides you with a number of legal rights in relation to your Personal Data, including the right:

• to request access to your Personal Data
• to request correction of your Personal Data that is wrong or incomplete
• to request erasure or the restriction of processing of your Personal Data
• to request the transfer of your Personal Data in a structured, commonly used machine-readable format
• not to be subject to automated decision making and
• to withdraw your consent.

10. If you wish to exercise any of the rights set out above, or require further information about any of the rights, please contact us.

11. Where we need to collect your Personal Data, whether for the purposes of providing a service you have requested or under the terms of a contract we have with you, and you fail to provide that information when requested, we may not be able to provide the service or perform the contract. We may, therefore, have to cancel the contract or the service we provide to you but we will notify you if this is the case at the time.

12. There may also be times where we cannot stop using your Personal Data when you ask us to, but we will tell you about this if you make a request.

CONTACTING US

13. If you have any questions or comments about this privacy notice, the University’s Data Protection Officer can be contacted at:

Derek Weir

Data Protection Officer

Registrar’s Office
Lanyon South
Queen’s University Belfast
University Road
BT7 1NN 
info.compliance@qub.ac.uk  

COMPLAINTS

14. You have the right to complain about how we treat your Personal Data and Sensitive Personal Data to the Information Commissioner’s Office (ICO). The ICO can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

CHANGES TO THIS NOTICE

15. We may update this Privacy Notice from time to time. We will notify you of the changes where we are required by law to do so.