Privacy notice for Go Abroad Application

How we use your information

The Go Abroad Team provides current students with the opportunity to apply to take part in a study abroad exchange programme, European or International Exchange.

We collect and process information about you to:

• facilitate the review and decision-making process on your application;
• facilitate your period of mobility overseas (if your application is successful); and
• facilitate your external funding, if eligible.

Personal data

The personal data we require will include your contact details, name, student ID number(s), course details, and confirmation of your academic performance.

Special category personal data

You may be asked to provide special category personal data where this is necessary for the purposes set out above. This may include information relating to:

• health or disability, where required to support reasonable adjustments, welfare, or mobility arrangements; and
• racial or ethnic origin or gender, where required by partner institutions or funders for equality monitoring purposes.

You are not required to provide special category personal data unless it is necessary for your application or participation. Where such data is optional, this will be made clear at the point of collection.

Data Controller

The University of Dundee is the data controller for the personal data it holds about you.

Your data is processed in the University’s business systems, which include SITS (the student records system) and Microsoft Office 365 (the University’s productivity software).

For more information about the systems the University uses and the data they contain, please contact the Data Protection Officer at [email protected] or write to:

Data Protection Officer, University of Dundee, Dundee DD1 4HN.

Lawful basis for processing

The University processes your personal data on the following lawful bases under UK GDPR:

Contract: processing is necessary to take steps at your request prior to entering into a contract and, where applicable, for the performance of a contract, namely your application to and participation in the Go Abroad programme.

Public task: processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the University, in accordance with its Charter, Statutes, and Ordinances.

Where special category personal data is processed, this is lawful because:

• the processing is necessary for reasons of substantial public interest, including equality of opportunity and safeguarding of students; and/or
• you have provided explicit consent for specific purposes, which will be explained at the point of collection.

Where consent is relied upon, you may withdraw it at any time. This will not affect processing already carried out but may affect your ability to participate in the programme where the data is necessary.

Please also refer to the privacy notice for students provided to you at matriculation for more general information about how the University processes student data.

Data sharing and international transfers

Your personal data may be shared with relevant internal University teams and, where necessary, with external organisations such as:

• overseas partner universities;
• funding bodies or sponsors; and
• organisations involved in supporting your period of study abroad (for example, for academic, welfare, or administrative purposes).

Where your data is transferred outside the UK, the University will ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses, in accordance with UK GDPR.

Data retention

Your personal data will be retained only for as long as necessary for the purposes of administering the Go Abroad application and programme, and in accordance with the University’s records retention schedules. This includes retention for audit, reporting, and regulatory purposes.

Automated decision-making

Decisions relating to Go Abroad applications are not based solely on automated decision-making.

Your rights

The University respects your rights and preferences in relation to your data. If you wish to: update; access; erase; or limit the use of your information, please let us know by emailing [email protected] and we will respond to your request appropriately.

Please note that without your personal information it is impossible for the Go Abroad Team to process your Go Abroad application.

If you have any questions or concerns about the use of your information, please contact the University's Data Protection Officer for more information at [email protected].

More information on data protection at the University is available on the University's Data Protection web page. You will also find more information about your Data Protection rights by visiting the Information Commissioner’s Office For the public | ICO.