c-ECO Fellowship Program — Submission & Privacy Notice
Notice Applicable to Fellowship Applications, Uploaded Files, and Case Materials
Official Notice
This Fellowship Submission & Privacy Notice governs the handling of personal information, professional information, case summaries, uploaded files, supporting documents, and related materials submitted through the c-ECO Fellowship Program application flow.
Important: Applicants should submit only materials they are authorized to share. If a case file contains confidential, proprietary, privileged, or third-party restricted information, the applicant is responsible for ensuring that submission is lawful and authorized.
FELLOWSHIP SUBMISSION & PRIVACY NOTICE
This Notice explains how the Johann Christian Hasse Foundation and the c-ECO Fellowship Program collect, review, use, store, and administratively manage materials submitted in connection with an application to the Fellowship Program.
§1. This Notice supplements the general website Privacy Policy and applies specifically to the fellowship application process, including file uploads and case-related submissions.
Fellowship submissions may include both personal and professional information, as well as substantive materials relating to the applicant’s sectoral interests and proposed or real case environment.
I — name, email address, city, country, and professional profile details;
II — statements of interest, availability notes, and written descriptions submitted through the form;
III — CVs, résumés, portfolios, publications, and optional supporting materials;
IV — concrete case summaries, memoranda, project files, and structured case documentation;
V — any information contained in uploaded files, including metadata reasonably associated with those files.
Submitted materials are used solely for fellowship-related institutional purposes.
I — evaluation of applicant profile, trajectory, and fit;
II — assessment of sectoral coherence and relevance of submitted case materials;
III — internal review, comparison, and selection procedures;
IV — administrative communication with the applicant;
V — documentation of the selection process and, where applicable, fellowship onboarding and follow-up.
Access to submitted fellowship materials shall be restricted to persons with a legitimate institutional reason to review them.
§1. Review access may include authorized personnel of the Johann Christian Hasse Foundation, c-ECO program reviewers, administrative staff, technical advisors, and institutional collaborators involved in evaluation or program administration.
§2. Access may also include technical service providers to the extent strictly necessary for hosting, form delivery, file storage, backup, cybersecurity, or related operational support.
By submitting materials to the Fellowship Program, the applicant represents that the submission is made in good faith and that the applicant has the right or authorization to provide the submitted content for evaluation.
§1. The applicant is responsible for ensuring that uploaded materials do not violate confidentiality obligations, contractual restrictions, third-party rights, privacy law, professional secrecy rules, or other legal limitations applicable to the material.
§2. Where a case involves sensitive or restricted information, the applicant should anonymize, redact, summarize, or otherwise adapt the materials prior to submission unless express submission authority exists.
The Fellowship Program will endeavor to handle submissions responsibly and with restricted institutional access. However, submission through digital systems does not create an absolute guarantee of confidentiality unless a separate signed confidentiality agreement expressly provides otherwise.
§1. Applicants should not assume that a fellowship application portal, by itself, creates attorney-client privilege, non-disclosure obligations beyond the terms stated here, or special protected-status treatment.
§2. Applicants who require special confidentiality arrangements should contact the program before submitting the material.
Submission of materials to the Fellowship Program does not transfer ownership of the applicant’s intellectual property to the Johann Christian Hasse Foundation or to c-ECO.
§1. The applicant grants only a limited, non-exclusive, review-related permission for the Foundation and authorized reviewers to access, read, download, internally discuss, and evaluate the submitted materials for selection and program administration purposes.
§2. Any future licensing, validation, publication, integration, or broader institutional use of applicant-originated materials shall require separate terms where applicable.
Fellowship application materials may be retained for a reasonable period for evaluation, internal documentation, auditability, continuity of communications, and future administrative reference.
§1. Selected applicants’ materials may be retained as part of program administration and onboarding records.
§2. Non-selected applicants’ materials may also be retained for a limited period for internal recordkeeping, quality review, future program invitations, or institutional continuity, unless deletion is requested and no overriding reason for retention exists.
If the Fellowship Program uses third-party form processors, cloud storage, backend tools, or other digital infrastructure providers, submitted materials may be transmitted through or stored within those systems.
§1. We will seek to use reasonable service providers and reasonable access limitations; however, internet-based submission always carries residual technical and security risk.
§2. Applicants acknowledge that digital file transfer and cloud-based processing may involve storage or access in different jurisdictions.
Subject to applicable law and legitimate institutional needs, applicants may request access to the personal information they submitted, request correction of inaccurate personal information, or request deletion of submitted personal information in certain circumstances.
§1. Requests involving deletion of uploaded files or application records may be limited where retention remains reasonably necessary for legal, administrative, evidentiary, or program-integrity purposes.
Submission of an application, case file, or supporting documentation does not create any right to admission, evaluation feedback, onboarding, or future institutional engagement.
§1. The Fellowship Program remains selective, discretionary, and limited by institutional capacity, program design, and review standards.
Questions regarding this Notice, fellowship submissions, deletion requests, or submission-related concerns may be directed to:
Suggested Form Integration
Place a compact sentence beside the submit button in fellowship.html such as:“By submitting, you acknowledge the Fellowship Submission & Privacy Notice and confirm you are authorized to provide the attached materials.”