Privacy statement

Information about you: how we use it and with whom we share it

The information you provide will be held and used by the University of Edinburgh (“the University”), through its International Veterinary Vaccinology Network (IVVN), to assess your application for funding, for processing any IVVN grant award that we may make to you and for payment, maintenance and post award administration of any IVVN grant award made to you. 

We may collect and use the following personal information about you: your name and contact information, including email address, telephone number and academic/research institution details.

To meet our contractual obligations to you, the University is using this information about you : (i) because it is necessary as part of its assessment of your application for funding;  (ii) for processing any IVVN grant award we may make to you; and (iii) for payment, maintenance and post award administration of any IVVN grant award made to you.

Information about you will be shared with the Medical Research Council and the Biotechnology and Biological Sciences Research Council, where they are co-funders of any awarded IVVN grant; with the International Research Development Centre, where they  are co-funders of any awarded IVVN grant;  with members of the IVVN External Advisory Group and the IVVN Network Management Board, as part of the review process of applications for funding ; and with external reviewers, as part of the review process of applications for funding.

The University of Edinburgh will hold your personal information in accordance with the following retention schedule, upon the expiry of which we will destroy your personal information.

 Information held

Unsuccessful grant applicants: application forms, CVs, review notes, correspondence and related papers, including notes from all members of the IVVN network management board who review application forms  6 months After completion of the specific funding call
Successful grant applicants: application form, CV, offer and acceptance letters, financial reports, scientific reports, correspondence and papers related to the project and/or grant award 5 years After completion or termination of the project funded by the grant award

We do not use profiling or automated decision-making processes.  Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.

If you have any questions, please contact the IVVN Network Manager, Dr Carly Hamilton, at IVVN [at] roslin [dot] ed [dot] ac [dot] uk.

This Privacy Statement is continued at

(This part is available on the University of Edinburgh website)

Data controller and contact details

For data collected under this privacy notice, the University is the Controller (as that term is defined in the EU General Data Protection Regulation (Regulation (EU) 2016/679), registered with the Information Commissioner’s Office, Registration Number Z6426984.

You can contact our Data Protection Officer at dpo [at] ed [dot] ac [dot] uk. Our data protection policy is on our website at

Data sharing

In addition to the primary purposes, we are also legally obliged to share certain data with other public bodies such as HMRC and will do so where the law requires this; we will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and proportionate.

Transfers outside the EEA

The University will only transfer data to countries outside the EEA when satisfied that both the party which handles the data and the country it is processing it in provide adequate safeguards for personal privacy. Details of such transfers and safeguards are on our website.

Your rights

You have the right to request access to, copies of and rectification or (in some cases) erasure of personal data held by the University and can request that we restrict processing or object to processing as well as (in some cases) the right to data portability (ie the right to ask us to put your data into a format that it can be transferred easily to a different organisation). If you wish to make use of one of these rights, please email your local contact.

If we have asked for your consent in order to process your personal data you can withdraw this consent in whole or part at any time. To withdraw consent, please email your local contact, who will explain the consequences of doing so in any particular case and initiate proceedings for withdrawing consent.


If you are unhappy with the way we have processed your personal data you have the right to complain to the Information Commissioner’s Office at casework [at] ico [dot] org [dot] uk but we ask that you raise the issue with our Data Protection Officer first.