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Privacy Policy for Applicants

Published June 30, 2020

The Inlaks India Foundation is committed to protecting your privacy in the course of your participation in the application and selection process for the Award. This Privacy Policy for applicants (“Privacy Policy”) applies to all information and data, including personal data, you share with us or we collect in the course of your application process notwithstanding the outcome of your application. By starting your application, you consent to the data practices described in this Privacy Policy. The primary purpose of collecting and processing your data is to ensure that the selection process is fair and balanced, enabling our selectors and interviewers to choose the best possible candidates.

Collection of personal data

If you choose to apply for the Award, the Inlaks India Foundation may collect the following information and personal data from and about you from your application and your referees or recommenders or in the course of any independent background check or due diligence process, which you consent to by participating in the application process:

Biographical information, which may include:

– Name and contact details
– Education and employment history (including standardized test scores)
– Scans of identification and nationality / residency documents (e.g., passport, birth certificate)

Personal data (including gender, nationality, birthplace, residency timeline), which may also include:

– Your personal statement/essay
– Photograph
– Portfolios, materials, writing samples, examples of your prior work
– References and recommendations (including referee contact details)
– Academic distinctions, prizes, awards, grants and scholarships obtained by you, as well as your extra-curricular achievements and attainments

Sensitive personal data, which may include:

– while we do not generally seek to obtain sensitive data, they may sometimes be inferred from other data we hold, for example, your relationships, health, job titles, support of specific causes, or interests.

Purpose and nature of use

We will use your personal data for the following purposes:

– to enable us to process your application and to conduct the selection and interview process to determine your eligibility and appropriateness for grant of the Award  in the context of a competitive field of applicants
– to contact you, if necessary, during the application and selection processes
– to obtain feedback from your nominated referees
– to grant the  Award  and support Inlaks awardees
– to compile application statistics
– to support our outreach efforts

Processing and sharing

Your application data is primarily held on our online application system. The selectors, interviewers and administrators shall have access to your applications. They will access that data via the application system and may download it locally and print hard copies to support the selection processes.

Third parties will only process your personal data on our instructions and where they have agreed to treat your data confidentially and to keep it secure. We only permit them to process your personal data for specified purposes. We do not allow our third-party service providers to use your personal data for their own purposes nor to keep your data after the processing is complete. All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. Whenever your information is shared, we will always seek to share the minimum amount of information necessary to fulfil the purpose.

We will only process your personal data where the law allows us to do so. For the purposes of your application, we rely on your consent, as given by the clear and affirmative action of you commencing your application. By submitting your personal information, you represent that such information is true, accurate and current in all respects and you are giving your unconditional consent to collection, storage and use of your personal information as set forth in this Privacy Policy. You are responsible to inform us forthwith in case of any change in the information provided.

Where you have consented to the processing, you can withdraw your consent at any time by emailing us at the addresses provided below in this Privacy Policy. In this event, we will stop the processing as soon as we can. If you choose to withdraw consent it will not invalidate past processing. Please note if you do not supply the information required in your application form or if you ask us to stop processing your data, we may not be able to assess your application and may have to reject it. We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of applicable law. Please note that we may keep a record of your communications to help us resolve any issues which you raise.

We will only process your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law. We also reserve the right to communicate the personal data shared with us to third-parties pursuant to a legally-compliant request.

Data security

We take the security of your data very seriously and we have appropriate security measures in place to prevent your personal data from being accidentally lost or misused. Access to your personal data is limited to those employees, contractors, volunteers and other third parties who have a need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

Data retention

The data contained within your application will be retained by the Inlaks India Foundation indefinitely.

Revisions and amendments

This Privacy Policy may be updated to reflect changes in law or technology or in our practices regarding collection, processing and use of personal data. Please check this page regularly to keep abreast of any updates to the Privacy Policy and to be informed of its latest version.

Contact information

If you have any questions about this privacy notice or about your personal data, or if you want to provide updates to your data or exercise any of your rights as outlined above, please email us as below, and quote your name:

Inlaks India Foundation
Email: [info@inlaksfoundation.org]