Google DeepMind Research Ready programme – application privacy notice

This privacy notice is for applicants to the Google DeepMind Research Ready programme delivered by the Department of Computer Science at the University of York. It sets out the ways in which the University of York gathers, uses, stores and shares your data. It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the Information Commissioner’s Office and our registration number is: Z4855807.

Where do we get your data from?

We get the information directly from you when you submit the application form. Additional information will be collected from you if you are shortlisted and/or offered an internship.

What data do we have?

We collected information about you including your name, contact information, your tuition fee status, details about your undergraduate degree, and socio-economic data. If you choose to complete the application form in full, we also collect special category data about you. 

Additional information will be collected from you if you are offered an internship.

What is our legal basis for processing your data?

The University needs to collect and retain certain types of data, in various formats, about applicants.

Typically, data will be processed: 

• on the grounds of contractual requirement or to take steps to enter into a contract with you;
• because it is necessary for the performance of a task carried out in the public interest (for information on our public task see our function as set out in our charter);
• to allow us to comply with our legal obligations. 

Special category data will be processed:

• to monitor equality and diversity; 
• as it is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;

How do we use your data?

The information you provide is used by the Google DeepMind Research Ready team in the Department of Computer Science to check your eligibility to apply for the programme, to process your application, to make decisions about who to shortlist and who to make an offer to.

Data provided by you in Section 3 of the application form (‘Eligibility Criteria’) will be used to inform your eligibility to apply for the programme. This data is not shared with selectors and will not be used for further shortlisting or making offers. If you are eligible to apply, you will be judged successful (that is, offered the studentship) or unsuccessful based on supporting documents you provide, including university transcript(s), CV and personal statement.

Application, special category (if provided) and widening participation data will be statistically analysed and used to understand whether applications are being received by a wide variety of students.

Who do we share your data with?

• employees and agents of the University;  
• third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (e.g. software and system providers);
• the Royal Academy of Engineering, Google DeepMind and the HG Foundation (the funders of the Google DeepMind Research Ready programme). Anonymised statistics will be shared with the funders, and no data which could identify you will be published.

Additional Privacy Information

For additional information about how the University keeps your information secure and your rights please see the General Privacy Notice.