When submitting an application or nomination for the Einstein Foundation Award, we may collect the following information about you in your role as the applicant, nominator, nominee, or referee via our submission portal:
- First name, last name, academic title and degree, nationality;
- Address, email address, telephone number;
- CV, including education/training and career history;
- Letters of support; details from the nomination or proposal.
We may also collect information about you and your submission from external reviewers (e.g. members of the award jury and external reviewers).
This information is used for selecting awardees and managing the Einstein Foundation Award, but also to report on the kind of research and related activities that the Einstein Foundation Award funds. The information is also required to assess the achievements of the Einstein Foundation as a research funding organization.
We use your information to:
- Display your award on the Einstein Foundation website; the administration of your Einstein Foundation Award submission account on our submission platform, which provides password-protected access for the submission of your proposal;
- Process your submission and assessing your eligibility and suitability for the Einstein Foundation Award;
- Forward your submission to members of the award jury and external mail reviewers;
- update our award database.
The Einstein Foundation will share your information for the purpose of:
Reporting on award process statistics, e.g. number of submissions, eligible candidates, longlist and shortlist; and demographic analyses, e.g. geographical origin and gender distribution of applicants.
We may share this information with individuals and organizations outside the Einstein Foundation who are connected to or work on behalf of the Einstein Foundation, for example individuals that review the Einstein Foundation’s activities.
Quality Assurance and Due Diligence: We use your information internally for quality assurance and due diligence reviews of our award processes. This may include processing by automated systems and artificial intelligence to support our evaluation and review procedures.
The Einstein Foundation’s legal basis for collecting and sharing the above-mentioned data is our statutory mandate to act as a research funding organization, which gives us authority to process your data.
Information that the Einstein Foundation collects about its awardees
In addition to the data collected during the submission process, the Einstein Foundation will collect the following information about you should your application or nomination for the Einstein Foundation Award for Promoting Quality in Research be successful:
Your bank details; reports detailing the spending of Einstein Foundation funds, and reporting related to research achievements funded by the award.
This information is collected for the sole purpose of managing the award and will not be shared with other individuals or organizations. In the case of the Early Career Award, bank details will be shared with the Berlin Institute of Health, which grants this award in cooperation with the Einstein Foundation. Only by the awardees authorized parts of the reports will be shared with other individuals or organizations.
The Einstein Foundation publishes information about its awardees, including awardee name, institutional affiliation, title of the research project, and research achievements on its public website and in the Einstein Foundation Annual Report. The legal basis for disseminating this information is our statutory mandate to act as a funding organization for international research.
How long we will store your data
We will retain your personal information on internal servers of the Einstein Foundation for as long as necessary to fulfill the purposes for which we collected it. This may mean retaining your personal information for a period after your participation in the award for the purposes of satisfying legal, accounting, or reporting requirements.
If your submission is not selected: We will completely and finally delete your submission data and all data and documents related to the respective selection process within ten months after sending out our notification. This retention period allows us to assess potential resubmissions in the next selection round.
In any case, your submission platform account (email address and password) will be completely and finally deleted following the completion of the respective submission process.