Terms of Use

Frank Knox Fellowships

The Kennedy Memorial Trust, by arrangement with Harvard University as the administrator of the UK Frank Knox Fellowship applications, collects information from those who apply each year. It is the data controller for UK applications for Frank Knox Fellowships.  It has a formal agreement in place with its data processor who employs appropriate internal and external controls.

To comply with the Data Protection Act 2018, the Trust adheres to the following principles in requesting and using such personal data:

  • our processes must be fair, lawful and transparent;
  • your data is requested for specific, limited purposes;
  • what we request is adequate, relevant and limited to what is necessary;
  • it will be kept only for as long as is necessary;
  • it will be processed securely by means of appropriate technical and organisational measures;
  • it will be disclosed only to authorised people;
  • it will not be transferred outside the UK except to authorised Harvard personnel in the latter stages of a particular year's competition.

The data supplied by applicants in any given year will be viewed throughout that year’s competition by the Frank Knox selection panel as well as being viewed and analysed by the Secretary of the Kennedy Memorial Trust.   

Individual applicant data will be used:

  1. to ensure your compliance with the eligibility requirements of that year's UK Frank Knox Fellowship competition;
  2. to corroborate your personal statement regarding your strengths as an applicant to the Fellowship and also to your preferred programme(s) at Harvard;
  3. to enable the Secretary to keep you updated regarding your progress.

It will be kept in full until that particular year’s competition is over - ie after the interviews in January. After that point, full but unattributable lists of the UK universities from which applications have been received, and the programmes aplied for at Harvard will be retained in the Kennedy Memorial Trust's office and also at Harvard as a record of that year’s competition, along with statistical analysis of that particular year's applicant pool.  All personally-attributable data relating to applicants who have been unsuccessful will be destroyed.   Census data, if given, may be the basis for particular reports, for instance with regard to equal opportunities. These reports will be unattributable.

Data relating to those selected as reserve candidates for a Frank Knox Fellowship will be kept in full by the Kennedy Trust and Harvard until the full list of UK Knox Fellows is known following release of admissions decisions in the spring.  Data from applicants not then offered a Fellowship will at that point be treated like the data of other unsuccessful applicants.

Data relating to those awarded a Frank Knox Fellowship will be kept in full, as submitted upon application, by the Kennedy Memorial Trust and by Harvard as the basis of its historical records.  Formal permission will be sought at this point to retain that data in the Trust's office, for a limited number of years. Any request to see these files, except by members of the Knox panel, would be referred to the Fellow concerned.


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