Privacy notice

This privacy notice sets out the ways in which the York Biomedical Research Institute (YBRI), at the University of York, gathers, uses, stores and shares your data.

It also sets out how long we keep your data and what rights you have in relation to your data under the General Data Protection Regulation (GDPR).

Subscribing to our mailing list

When registering to join the mailing list you will be asked to provide your name, email address and department/organisation.

The information provided will be used by the York Biomedical Research Institute (YBRI), University of York, to send you newsletters about relevant upcoming events and workshops, funding and job opportunities, and news and publications. We will also send a quarterly newsletter with updates about YBRI research and news.  Occasionally we may also send you YBRI event invitations and seasonal messages.

The information will be collected via an embedded Mailjet form (a third-party) on our website. Please note that Mailjet is a third-party service that is not owned or managed by YBRI or the University of York. You should review Mailjet’s privacy policy as we do not accept any responsibility or liability for their policies.

You are free to change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us directly at ybri@york.ac.uk.

Your data will not be shared or used for any additional purpose. Your data is always held securely. Access to subscriber information is strictly controlled and the Mailjet account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it. We may download the mailing list occasionally to assess our audience demographics. This will be stored in the York Biomedical Research Institute University Drive which is only accessible to those who need the information to do their job.

Booking tickets on Eventbrite

When registering for a ticket you will be asked to provide your name, email address and organisation/department. We may also enquire about your travel arrangements, dietary and accessibility requirements if parking and food is being organised by YBRI.

The information provided will be used by the York Biomedical Research Institute, University of York, to issue your ticket. We also use the information to manage the event you have registered for, e.g. to produce an attendance list, to book catering/travel arrangements, to email you important information about the events you have booked or to tell you about any changes.

YBRI uses Eventbrite (a third-party) for ticketing. Please note that Eventbrite is a third-party service that is not owned or managed by YBRI or the University of York. You should review Eventbrite’s terms and conditions and privacy policy as we do not accept any responsibility or liability for the policies:

At the time of booking all users of Eventbrite must confirm that they accept the Eventbrite terms and conditions and Privacy Policy. Additionally, they must agree to their details being shared with the Event Organiser (The York Biomedical Research Institute). Customers who do not agree to the terms are advised not to proceed with their booking. If you wish to attend one of our events but do not wish to use Eventbrite to book a place, please contact us at ybri@york.ac.uk.

Your data will not be shared or used for any additional purpose. Your data is always held securely. Access to customer information is strictly controlled and the Eventbrite account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.  We may download an attendee list to assess our audience demographics. This will be stored in the York Biomedical Research Institute University Drive which is only accessible to those who need the information to do their job.

Event feedback form

You may receive a feedback form from us, either at an event as a hard copy, or via Google Forms to enquire about your experience during the event.

The information provided will be used by the York Biomedical Research Institute, University of York to evaluate the success of the event, identify potential future events and to see how YBRI can support you going forwards (if applicable).

Completing the feedback form is optional and you can choose if you wish to remain anonymous. Event attendees are contacted by email and in the message we explain the reason for the survey and at the event we will explain the survey in more detail. 

Your comments may be shared with the YBRI leadership team and YBRI Scientific Advisory Board as part of YBRI’s annual strategy review.

Your data is always held securely. The information you provide will be stored in the Google Form and on the York Biomedical Research Institute University drive, which is only accessible to those who need the information to do their job - it is only made visible to members of staff who have a reason to work with it. The hard copy forms will be kept in a locked room and will be transferred to the YBRI drive and then destroyed.

What is your legal basis for processing my data?

The legal basis we rely on for processing your personal data is one of the following:

  1. Your consent

  2. To engage in contractual services with you

Sharing your information

We do not sell your information.

We do not share the information provided to us except:

  • With third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information, to do so.
  • If we have a legal obligation to disclose your information (for example, if a court orders us to)
  • If you have given permission to share the information

How do you keep my data secure?

The University takes information security extremely seriously and has implemented appropriate technical and organisational measures to protect personal data and special category data. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability. For further information see the University's IT security information

How do you transfer data safely internationally?

If it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area we will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long do you keep my personal information?

The University will retain your data in line with legal requirements or where there is a business need. Retention timeframes will be determined in line with the University’s Records Retention Schedule.

What rights do I have in relation to my data?

Under the General Data Protection Regulation, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction, objection or portability (in certain circumstances). You also have a right to withdraw consent. You can verify or correct information in your student record at any time by following our guidance. For all other requests see the University's guidance on individuals' rights under GDPR.

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which YBRI has handled your personal data, you have a right to complain to the Information Commissioner’s Office. For information on reporting a concern to the Information Commissioner’s Office, see their guidance.

For further details please see the University's general privacy notice.