Application Privacy Policy
Effective date: August 1, 2026
This Privacy Policy applies to the information HRH The Duke of Edinburgh's Commonwealth Study Conferences (“The Charity”) as a data controller (“we,” “our,” or “us”) collects about you through this website (www.cscuk2027.com) to facilitate registration for the HRH The Duke of Edinburgh’s Commonwealth Study Conference. We refer to this website and registration activities collectively as the “Services.”
By using the Services, you agree to this Privacy Policy and that we may process, transfer, and store your information in the United States.
If you do not agree with this Privacy Policy, please do not proceed with your application.
Purpose of processing
We process your information to administer the Commonwealth Study Conference UK 2027, including to:
- Assess eligibility against entry criteria;
- Evaluate professional and academic achievements;
- Contact applicants and referees during the selection process;
- Manage participation logistics for successful candidates; and
- Review and evaluate programme outcomes.
What we collect
We collect only the information necessary for assessment and administration:
- Eligibility confirmations: citizenship, travel and visa ability, availability, commitment, and ability to provide referees.
- Personal details: name, nationality, country of residence, age range, email address.
- Professional information: employer or organisation name, address, website, job title, employment duration, sector, and professional or academic achievements.
- Referees: names, roles, and email addresses.
- Essay responses.
- Uploads: CV/résumé and reference letters.
- Optional information: bursary requests and intended attendance.
How we collect your data
You provide your information directly when completing the CSC online application form and any supporting documentation required as part of the process.
Referee details are supplied by you, and we contact referees only to verify your application and suitability for the programme.
All data is collected and stored securely within The Charity’s approved systems and environments, which are subject to appropriate technical and organisational safeguards.
We do not collect personal data from third parties or through automated means such as web scraping or profiling tools.
Lawful basis for processing
By submitting your application, you consent to our use of your data for the purposes described above.
In limited cases, we may rely on legitimate interest to process your personal data, where those interests are not overridden by your rights and freedoms. This may include ensuring the security of systems or managing the integrity of the application process.
You may withdraw your consent at any time by contacting [email protected]. If you withdraw consent, we will stop processing your application and delete your data unless retention is required for legal, regulatory, or audit purposes.
We do not intentionally collect special category data (for example, information about health, beliefs, or ethnicity). Applicants are asked not to include sensitive information in their submissions. If such information is provided voluntarily, it will be processed only with the applicant’s explicit consent and handled in accordance with applicable data protection laws.
Who has access to your data
Access is limited to authorised individuals who require it for the application and selection process:
- The Charity staff administering the Conference;
- Members of the CSC Selection Committee;
- Consultants or reviewers who may be based in other countries and are bound by confidentiality and data protection safeguards; and
- IT administrators supporting The Charity’s systems (technical access only).
We do not share your data with third parties for unrelated purposes.
Cookies & analytics
We may use cookies and similar technologies to understand usage and improve the Services (for example, analytics tools). Where required, we will obtain your consent via a cookie banner.
You can manage cookie preferences through your browser settings or opt-out tools.
Your rights and choices
You may have certain rights under applicable data protection laws, including the right to access, correct, delete, restrict, or object to the processing of your personal data, and to request data portability, where applicable.
If you wish to exercise any of these rights or raise a concern about how your information is handled, please contact us first at [email protected]. We will do our best to resolve your concern promptly and fairly.
If you are not satisfied with our response, you may have the right to raise your concern with the relevant data protection authority in your country or region.
We do not make decisions based solely on automated processing that produce legal or similarly significant effects.
Security of your information
We are committed to safeguarding your personal information.
A range of technical, organisational, and physical measures are in place to help prevent unauthorised access, alteration, disclosure, or loss.
While no security system can offer absolute protection, we take all reasonable steps to maintain the confidentiality, integrity, and availability of your data.
Data retention
We will retain your personal data only for as long as necessary to complete the CSC application, selection, and programme administration process.
After this period, your data will be securely deleted or anonymised in accordance with our internal retention policies and any applicable legal requirements.
Aggregated or anonymised data may be retained for reporting and evaluation purposes only.
International transfers
Your data will be stored in data centres located in the United Kingdom (UK) and, where necessary, within the European Economic Area (EEA).
However, your personal data may also be accessed by authorised individuals located outside these regions as part of the CSC application and selection process. This may include consultants or selection committee members based in other countries who support the assessment and administration of applications. Any such access will remain subject to strict access controls, encryption, and confidentiality obligations.
Where personal data is accessed or processed from a country that does not have an adequacy decision under applicable data protection laws, The Charity ensures that appropriate safeguards are in place so that your data continues to receive a level of protection essentially equivalent to that provided in your home jurisdiction.
Updates to this Privacy Policy
We reserve the right to update or amend this Privacy Policy at any time. When material changes are made, we will provide an updated version.
Where appropriate, we may also notify you directly or in other ways about significant updates or changes to how we process your personal data.
By providing your personal data to us, you acknowledge that you have read and understood this Privacy Policy, which should be read in conjunction with our broader Privacy Policy and any other information provided at the point of data collection.
Contact Information
If you have any questions in relation to this Policy, please contact us at:
Email: [email protected]