UCD Access & Lifelong Learning
Cothrom na Féinne Undergraduate Scholarship Privacy Notice
1. About this Notice
UCD Access & Lifelong Learning is a unit within UCD with responsibility for widening access and supporting diverse student cohorts, including students with disabilities, mature students, part-time learners, and students from communities experiencing disadvantage. UCD is the controller under GDPR for the data processed as part of the Cothrom na Féinne Undergraduate Scholarship application process, this statement sets out how and why we process your data as part of the Cothrom na Féinne Undergraduate Scholarship application, your rights in relation to this processing and how you can exercise them.
UCD confirm that it will obtain and process your data in a lawful, fair and transparent manner. We will collect your data for a specified, explicit and legitimate purpose and will not further process your data in a manner incompatible with the original purpose.
Furthermore, UCD will ensure that the data we collect from you will be adequate, relevant and not excessive. In addition, it will be accurate and up-to-date and we will keep it for no longer than is necessary for the purpose for which it was collected. We undertake to ensure that it is kept safe and secure.
2. How we collect your personal data?
The data we collect from you will be used by the UCD only in accordance with the purposes outlined in this privacy notice. We will collect your data in the following manner:
- Electronic application via UCD SISWeb to short list and rank candidates for the Cothrom na Féinne Undergraduate Scholarship.
- An income declaration form and supporting financial documents to support your eligibility for the Cothrom na Féinne Undergraduate Scholarship, is uploaded to the SISWeb application.
3. Information about you we will process and the purposes for which we process them
| Data fields collected/processed |
Purpose |
| Full name |
Identification for communication. |
| Home address |
To contact you with the outcome of the scholarship section. |
| Email address |
For communication and follow up on the application process. |
| Student Number |
As an identifier as a UCD Student. |
| Date of Birth |
To check if you require parental consent on your application. |
| Declaration of Household Income |
Eligibility criteria for the Cothrom na Féinne Undergraduate Scholarship. |
| If you have entered UCD through any of the following pathways: HEAR; DARE; FET-QQI; University Access; Mature Years. |
Eligibility criteria for the Cothrom na Féinne Undergraduate Scholarship. |
| Requested supporting documentation, including Statement of Liability(formerly P21), Notice of assessment, Social Welfare Statement, letter confirming Scholarship, letter/ documentation confirming income. |
Eligibility criteria for the Cothrom na Féinne Undergraduate Scholarship. |
| Candidate Statement |
For ranking of applicants. |
| Description of applicant’s Achievements and Responsibilities |
For ranking of applicants. |
| Description of applicant’s Barriers to Education |
For ranking of applicants. |
| Description of applicant’s course choice |
For ranking of applicants. |
- The data collected in this form will be shared with the following areas of the University:
- UCD Access & Lifelong Learning – to contact you during on the outcome of the application process, to follow up on outstanding requirements, to track your progression and to invite the successful candidates to an awards celebration.
- UCD Infohub- Application if made via UCD Infohub and SISWeb, UCD staff with appropriate permissions will have access to these systems.
- UCD Foundation – to track your progression and request feedback for annual donor reports.
If you have any queries or complaints in relation to the use of your personal data you can contact UCD’s Data Protection Officer at the following address:
Data Protection Officer UCD
Belfield Dublin 4 (opens in a new window)g(opens in a new window)dpr@ucd.ie
5. Legal basis for collecting your data
The data we collect about you will be used to carry out the performance of tasks we carry out as part of the Cothrom na Féinne Undergraduate Scholarship application process.
Should we require your consent for any specific use of your personal information, we will collect it at the appropriate time and you can withdraw this at any time.
The University will ensure that your data is processed fairly and lawfully in keeping with the principles of data protection. For the purposes outlined in this privacy notice your personal data will be processed on the basis of Consent.
If you choose not to consent to collection and processing of your data where it is necessary for the performance of the tasks we carry out as part of the Cothrom na Féinne Undergraduate Scholarship it will not be possible for you to continue to be a participant.
6. How we store and secure your data
Any data we collect from you will be stored confidentially and securely. The University is committed to ensuring all accesses to, uses of, and processing of University data is performed in a secure manner. In keeping with the data protection principles we will only store your data for as long as is necessary. For the purposes described here we will store your data for;
We will retain your data for the duration of the selection process, unsuccessful applicant’s information will be deleted once the cycle has been completed, successful applicant’s data will be retained for the duration of the degree plus one year for operational purposes. After this period the details that you have provided will be anonymised.
When we store your personal data on our systems the data will be stored on the University premises on secure IT platform.
7. Details of the third parties with whom we share personal data
UCD will never share your personal data with any third parties.
8. What are your rights?
You will have the following rights over the way we process your personal data.
Right of Access
You have the right to request a copy of the personal data we are processing about you and to exercise that right easily and at reasonable intervals.
Consent
You have the right to withdraw your consent where that is the legal basis of our processing.
Rectification
You have the right to have inaccuracies in personal data that we hold about you rectified.
Erasure
You have the right to have your personal data deleted where we no longer have any justification for retaining it subject to exemptions such as the use of pseudonymised data for scientific research.
Object
You have the right to object to processing your personal data if:
- We have processed your data based on a legitimate interest or for the exercise of the public tasks of the University if you believe the processing to be disproportionate or unfair to you.
- The personal data was processed for the purposes of direct marketing or profiling related to direct marketing.
- We have processed the personal data for scientific or historical research purposes or statistical purposes unless the processing is necessary for the performance of a task carried out for reasons of public interest.
Restriction
You have the right to restrict the processing of your personal data if:
- You are contesting the accuracy of the personal data;
- The personal data was processed unlawfully;
- You need to prevent the erasure of the personal data in order to comply with legal obligations;
- You have objected to the processing of the personal data and wish to restrict the processing until a legal basis for continued processing has been verified.
Portability
Where it is technically feasible you have the right to have a readily accessible
machine-readable copy of your data transferred or moved to another data controller where we are processing your data based on your consent and if that processing is carried out by automated means.
[If you would like to exercise any of the above rights, please see our contact details below.]
9. Contact
You will have the following rights over the way we process your personal data.
If you have any queries relating to the processing of your personal data for the purposes outlined above or you wish to make a request in relation to your rights you can contact:
Fiona Sweeney
Head, Outreach Engagement and Transition, UCD Access & Lifelong Learning
Level 1, James Joyce Library Building,
University College Dublin, Belfield, Dublin, D04 V1W8 Phone: 01 716 7539
Email: (opens in a new window)fiona.sweeney@ucd.ie
If you wish to make a complaint or escalate an issue relating to your rights you can contact the Data Protection Officer at gdpr(opens in a new window)@ucd.ie
Finally is you are not satisfied with the information we have provided to you in relation to the processing of your data or you can also make a complaint to the Data Protection Commissioner via the link in their website (opens in a new window)Making a Complaint to the DPC.
