Fulbright Denmark: Processing of Personal Data for grant register

The purpose for processing the personal data / the purpose for the use of a register

Personal data is collected for processing grant applications and awarded grants, for evaluation, decisions, communications and for reporting purposes. The legal basis for the processing is the applicant’s voluntary, ascertained, informed and unambiguous expression of consent with which applicants approve of the processing of their data.

The Fulbright Denmark Commission may carry out following processes as a part of the management of the program:

  • Application/Selection (Collecting and reviewing applications for the purpose of selecting potential program participants and/or notifying them of their selection for a program)
  • Academic Review and Placement (Reading, reviewing, submitting and/or analyzing applications).
  • Record Creation/Management (Creating and maintaining a record in the Commission systems, electronic or otherwise, in order to carry out the management of the program.)
  • Financial Verification (Verifying availability of funds or income to cover program-related costs/expenses, financial need, or other financial requirements of a program.)
  • Participant Agreements (Drafting, sending, or receiving an agreement document such as Terms of Agreement or any other type of agreement document with program participants.)
  • Event Management (Planning and/or executing events including registration, scheduling of participants, or any other event-related activities for purposes including program enrichment or external engagements by the Foundation.)
  • Program Reporting (Producing and sharing reports, usually with the sponsors or donors, about progress, activities and other program related information.)
  • Participant Progress Management (Collecting and analyzing any academic, employment or other information to ensure a participant is meeting the requirements of a program or on track for successful completion of an award.)
  • Financial Management (Processing payment transactions to or from participants.)
  • Emergency Management (Assisting, corresponding and handling emergencies during a program participation.)
  • Tax Reporting (Annually reporting to the Finnish Tax Authority grant amounts paid to grantees.)
  • Program Evaluation (Reporting, exporting, or compiling of data for the purposes of understanding and/or evaluating the state of the program/participants, impacts, or any other legitimate interest.)
  • Alumni Management: (Managing data of participants whose programs have ended, including the production of statistical reports, alumni correspondence and organizing alumni events.)
With whom do we share your data

In order to process your grant applications, the Foundation may share your data with following third parties:

  • External selection committees members
  • Nordic Fulbright Commissions
  • The American Embassy in Denmark
  • U.S. Department of State (ECA)
  • Program and award sponsors
  • Program and award partners
  • Academic and research institutions

Third parties who have access to your data will process it according to the EU General Data Protection Regulations.

If the applicant accepts the grant then the Nordic Fulbright Commissions may publish following information from the registry to its website:

  • Name of the grant recipient
  • Project title
  • Projects description
  • Home institution
  • Host institution
  • Grant length
The principles how the data file/register is secured

Data that is collected via Google Forms and is processed by the Commission. Google Forms are certified and comply with the EU GDPR and with the EU-US Privacy Shield program.

To process you data, the Commission transfers your data from Google Forms to the Commission’s servers.

The data stored at Fulbright Denmark’s Commission is secured and protected by firewalls and other technology and is accessible only to selected individuals.

Google Forms are responsible for the technical protection and data security of the information stored in their servers.

Deleting applications and their personal data

Awarded grants
The Commission stores received applications and their personal data and any additions to them for communications, administration and statistical purposes for seven years from the end of the financial year or the necessary amount of time considering notices to the authorities and possible audits. Grant applications and reports related to the programs are long-term archived.

Incomplete applications
The Commission deletes incomplete applications and personal data associated with it after application deadline.

Rejected applications
The Commission removes the applications with their appendices, related personal data and any additions to it that have not been awarded a grant after 2 years when there is no need for them to be stored for payment or statistical purposes, except applicant first and last name.

Payment data
Payment data is stored for seven years years from the end of the financial year.

The data subject rights

Data subjects are entitled to view stored information about themselves, they have the right to demand changes to erroneous information and incomplete information to be completed or deleted if there are no legal grounds to store the information. The data subjects are also entitled to request restrictions to the processing of their information, to oppose the processing of information pertaining to them and the right to transfer information pertaining to them from one system to another.

The data subject has the right to withdraw their consent at any time provided the withdrawal does not affect the legality of previous processing done on the basis of the previous consent.

Note on changes to this statement

We reserve the right to change this Statement and any other relevant policies or procedures at any time without notice to you.

Contact Fulbright Denmark regarding personal data processing

If you have any queries or concern about the way Fulbright Denmark processes your personal data, or wish to exercise any of your rights pursuant to the data protection legislation, including the EU General Data Protection Regulation 2016/679 (“GDPR”) you can get in touch by post or by email:

Address: Fulbright Center Denmark, Nørregade 7A, 1. tv., 1165 Copenhagen K, Denmark

Contact: Fulbright Denmark (fulbright@fulbright.dk).