General Data Protection Regulation Notice

Regarding Events, Conferences, and Prizes

This Notice applies to the California Institute of Technology’s Division of Engineering and Applied Science (EAS) collection, use, retention, and processing of personal information regarding events, conferences, and prizes (includes scholarships, grants, fellowships and awards) for individuals located in the European Union (EU) or the European Economic Area (EEA) (consisting of the European Union, Iceland, Lichtenstein, and Norway) at the time of the collection of Personal Information. Personal information is any information that identifies or can be used to identify an individual (Personal Information).

The law sets forth a framework for various individual rights on how Personal Information can be used, processed, transmitted, and protected. EAS is committed to taking reasonable necessary steps to ensure that your Personal Information is protected consistent with GDPR requirements. If you want more in depth detail about the GDPR, you can read the full text of the EU legislation.

Legal Basis

The legal basis for collecting and processing your information varies based on the circumstances. It is necessary for us to use your Personal Information to interact with you as part of processing your visit or award, such as sending information, answering questions, addressing any concerns or feedback you may have, and facilitating any other purpose for which you provide us with your Personal Information. We may use your Personal Information because it is necessary for us to perform or facilitate a contract, to carry out our legitimate interests, to enforce our legal rights or comply with our legal obligations, and where it is necessary for emergency medical purposes and otherwise protecting your or another person’s vital interests. We may also elect to obtain your consent as an additional lawful basis for collecting Personal Information.

Recipients of Your Personal Information

For the purposes referred to in this Notice and relying on the bases for processing as set out above, we may share your Personal Information with certain third parties, such as to meet legal or regulatory obligations.

International Transfers

Data that you provide to us may be transferred to and stored at a destination outside the EU or the EEA. For instance, this happens when it is processed or maintained by staff and/or systems operating in the United States. The information that you provide to us is stored on our secure servers or those of our service providers. We will take reasonable necessary steps to safeguard your Personal Information securely.

Data Retention

We will retain your Personal Information for as long as necessary to meet the uses described above and in compliance with legal and business document retention requirements and policies.

Your Rights

Individuals located in the EU or EEA are provided with the following rights:

  • The right to be informed about the collection and use of your PII;
  • The right to object to the processing of your PII;
  • The right to rectification of any of your PII that is inaccurate or incomplete;
  • The right to request the deletion of your PII;
  • The right to restrict or limit the ways in which we process your PII;
  • The right to transfer or obtain a copy of your PII in an easily accessible format;
  • The right to withdraw consent;
  • The right to withhold consent to automated individual decision-making processes; and
  • The right to complain to a supervisory authority.

Please note that the above rights are not absolute. EAS may be entitled to reject requests where certain exceptions apply. To submit a request, please contact Caltech’s Privacy Manager, Tye Welch, by phone at 626.395.8633 or via email at

Contact Information

If you have questions about this privacy notice, Caltech’s policy on Confidentiality of Private Information or other EAS or Caltech privacy notices, Caltech’s privacy practices, or any other aspect of your privacy and the security of your Personal Information, please contact our Privacy Manager at:

Tye Welch
Director of Compliance
1200 E California Blvd
Pasadena CA 91125
Phone: 001.626.395.8633