Privacy Policy

US-Spain Fulbright Commission Data Privacy Statement
For US data subject program participants

Our commitment to your privacy

The US-Spain Binational Fulbright Commission (the “Commission”) is committed to protecting and respecting your privacy. Please be aware that we will collect and process personal information in connection with your participation in the Program.

Please read the following statement carefully as it details the way in which we process your personal data:

Information we may collect from you

We may collect and process personal data which you provide to us in connection with the following processing activities:

  • Record creation/management
  • Background check
  • Grant management
  • Medical Review
  • Financial management
  • Travel management
  • Insurance Management
  • Event coordination
  • Program promotion
  • Participant progress monitoring
  • Program reporting
  • Program evaluation

The personal data we collect in carrying out these process activities may include:

  • Identifying contact information such as your contact details, age, gender, citizenship information, marital status, user-name, government issued identification (passport/ID) and picture;
  • Academic and professional information such as your academic history, job titles, salary, work history, school attended, employee files, employment history, evaluations, professional references, interviews and certifications;
  • Family information such as your family structure, siblings, details of dependents, marriages, divorces and relationships;
  • Financial information about your bank account, and personal income;
  • Photographs or videos of you during your program;
  • *Information about your personal history** such as your travel history and other events in your life; and
  • Information about your preferences such as your opinions, intentions and interests.

In addition, we will collect, hold and use the following categories of personal data about you that are of a sensitive nature («Sensitive Personal Data»):

  • Information concerning your health;
  • Biometric data
  • Information relating to criminal convictions and offences or related security measures;
  • Information about your political views (if and as volunteered);
  • Information about your sexual orientation (if and as volunteered);
  • Data revealing racial or ethnic origin (if and as volunteered);
  • Political, religious or philosophical beliefs (if and as volunteered); and
  • Trade union membership (if and as volunteered).

Information we may collect about you from third parties

We may also collect personal data about you from third parties during the program activities listed above. This personal data may be collected from third parties such as:

  • European academic and research institutions (including but not limited to: faculty members, academic advisors, registrars and student record offices, student support staff)
  • Insurance and health benefits providers, including 7 Corners and Cultural Insurance Services International (CISI)

Purposes for which and the basis upon which we will process this personal data

We will process this personal data for the following purposes:

  • to enter into an award contract with you.
  • as required by us to pursue our legitimate interests or the legitimate interests of others, in particular:
    • when carrying out the processing activities listed above;
    • when investigating any complaints received from you or from others, about us, our service providers, or the application process;
    • in connection with legal claims, compliance, regulatory and investigative purposes as necessary (including disclosure of such information in connection with legal process or litigation).

provided that the above legitimate interests are not overridden by the interests or fundamental rights or freedoms of the individuals whose personal data we are processing.

Retention of personal data

The Commission will retain personal data without time limit, and process it for program evaluation and reporting purposes and to inform you about program promotion, events and/or news related with the program.

Disclosure of personal data

We may share the personal data with third parties, who will process the personal data for the program activities identified above. Such third parties include IIE and contracted vendors including:

  • Fulbright online application provider
  • Event management tools
  • Fulbright participant websites/interactive platforms
  • Data management systems, managed by the Commission, Post, ECA and IIE.
  • Digital asset management systems
  • Electronic and physical mail delivery services

We will ensure that these service providers follow our instructions when processing the personal data.

We may also disclose your personal information to the following third parties who may use the personal data (e.g. separate controllers):

  • Members of Fulbright Selection Committees as appointed by the Commission.
  • EU public or private educational, academic and research institutions
  • National and Regional Administrations from EU Countries.
  • Additional third parties which may include legal counsel representing ECA, the Commission, or IIE, courts, tribunals, regulators, government authorities and law enforcement officials if required by law or for the Commission’s, ECA’s or IIE’s legitimate interest in compliance with applicable laws/regulations.

Automated decision-making

We do not envisage that any decisions will be taken about you using automated means. In the event that this position changes, we will notify you in writing.

Your rights under the EU General Data Protection Regulation

You have rights under the GDPR including:

  • the right to access your personal data;
  • the right to have your personal data rectified if it is inaccurate or incomplete;
  • the right to have your personal data deleted or removed if there is no reason for its continued storage and processing;
  • the right to object to your personal data being processed and to restrict the processing of your personal data in certain circumstances;
  • the right to request the transfer of your personal data to another party; and
  • where you have provided your consent to the collection, processing and transfer of your personal data for a specific purpose, you have the right to withdraw your consent. Please note that the withdrawal of your consent will not affect the lawfulness of any processing of personal data based on your consent before its withdrawal.

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You may address your requests to our Data Protection Officer/Compliance Team at the address below. You can, in principle, exercise your rights free of charge, subject to statutory exceptions.

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. Any changes we may make to this Statement in the future will be notified to you and you are advised to regularly check and review the Statement to ensure you understand how we may be processing your personal data. Any changes the we may make to this Statement will be effective from the date on which those changes have been notified to you. Where appropriate, we may also notify you of any changes made by e-mail.

Contact

If you have any questions concerning this Statement or the policies or procedures referred to above, please contact our Compliance Team at:

Address: c/ General Oráa 55,

28006 Madrid, Spain

Tel: (+34) 91 702 7000

Email: registro@fulbright.es

Where you are dissatisfied with any aspect of our handling of your personal data you have a right to lodge a complaint with the Agencia Española de Protección de Datos Their contact details are:

Address: Calle de Jorge Juan, 6,

28001 Madrid, Spain Tel: (+34) 901 100 099