Privacy Policy

This Privacy Policy explains how the EXCEL-PHARM consortium handles the personal data you provide when you apply for, or appeal the outcome of, an EXCEL-PHARM scholarship through this website.

Who we are

EXCEL-PHARM is a consortium of African and European universities, coordinated by the University of Cape Coast (Ghana) and co-funded by the European Union under the Intra-Africa Academic Mobility Scheme. For any data-protection question, contact info@excel-pharm.org.

What we collect

• Application details — your name, contact details, nationality, country of residence, date of birth, sex, identity document type and number, academic history, previous scholarships, motivation letter, chosen programme and target group.
• Uploaded documents — your CV, degree certificate, academic transcript, passport/ID, and (for PhD applicants) a research concept note.
• Appeal details — if you appeal an outcome, the grounds you state and the appeal letter you upload.
• Your declaration — your confirmation regarding prior EACEA-funded African Mobility scholarships.
• Technical data — a small cookie for your language preference, and, if you save a draft, your email address and a secure resume link.
• Newsletter details — if you subscribe to our newsletter, your email address, the name you optionally give, which page you subscribed from, and the dates you subscribed and unsubscribed.

Why we use it

We use your data only to assess and administer the scholarship: to evaluate your application, contact you about its outcome, manage any appeal, and meet the consortium's reporting obligations to the European Union / EACEA. The legal basis is your consent (given when you submit) together with the legitimate interests of operating the scholarship programme and the consortium's funding obligations.

Who can see it

Your application and appeal are accessible to the project coordinator and the project administrator, and are shared with the scholarship selection committee for assessment. We do not sell your data or share it for advertising. Data may be shared with the European Union / EACEA where required for funding administration and audit.

Data processed by the European Union (EACEA)

EXCEL-PHARM is co-funded by the European Union under the Intra-Africa Academic Mobility Scheme, which is managed by the European Education and Culture Executive Agency (EACEA), referred to here as "the Agency". If you are awarded a scholarship, the consortium reports your mobility to the Agency: your identification and contact details, the institutions and dates of your mobility, your study field and level, and the scholarship amounts paid to you. This is recorded in the Agency's Mobility Tool, which is integrated in its Grant Management Services (GMS), and is used to administer, monitor, audit, and evaluate the funded action. Applicants who are not selected are not registered in the Mobility Tool.

For that processing the Agency acts as data controller in its own right, under Regulation (EU) 2018/1725 on the protection of personal data by the Union's institutions and bodies. How the Agency handles your data, how long it keeps it, and how you exercise your rights towards the Agency are set out in its privacy statement for grants and prizes, published on the EU Funding and Tenders Portal: Privacy Statement — grants and prizes (PDF). Questions about the Agency's processing can be sent to EACEA's data protection officer at eacea-data-protection@ec.europa.eu, and you may lodge a complaint with the European Data Protection Supervisor.

Newsletter

If you subscribe to the EXCEL-PHARM newsletter we store your email address, the name you optionally supply, the page you subscribed from, and the dates of your subscription and any unsubscription. The legal basis is your consent, given by submitting the subscription form; the date of that consent is what we record. We use it only to send you EXCEL-PHARM news, updates and scholarship announcements — never for advertising, and we do not sell or share the list.

You may withdraw your consent at any time and without giving a reason, at the unsubscribe page: enter your address and we email you a link that removes you in one click. Every newsletter we send will also carry that link. We keep the record of an unsubscribed address so that we can prove the subscription was ended and honour it; a subscription that has been withdrawn receives no further mailings and the record is deleted at the end of the project's reporting period.

How long we keep it

We keep your data for as long as needed to run the selection and to meet EU funding and audit requirements for this scholarship cycle, after which it is deleted or anonymised.

How we protect it

Uploaded documents are stored privately and are not publicly accessible; access to applicant data is restricted to the people named above.

Your rights

You may ask us to access, correct, or delete your personal data, object to its use, or withdraw your consent at any time by emailing info@excel-pharm.org. Withdrawing consent before a decision may mean we can no longer consider your application.

Changes

We may update this policy; any changes will be published on this page.