Enterprise Works at the University of York

Enterprise Works is part of Research, Innovation and Knowledge Exchange within the University of York. We support pre-start-ups, start-ups and growth companies to develop their businesses by providing access to a range of Enterprise support services, including: internships, CPD, work spaces and consultancy, and support programmes, including our Phase 1 incubation space and Eagle Labs provision and support communities to develop through enterprise activities. 

This privacy notice is for businesses and individuals engaging with Enterprise Works, and partners who work with us to deliver our services. It sets out the ways in which Enterprise Works 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).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the General Data Protection Regulation. We are registered with the information Commissioner’s Office, and our registration number is: Z4855807.

Where do we get your data from and what data do we collect about you?

We collect personal data about you when you express interest in our services or supporting our work. We typically collect the following data for the purposes of liaising with you about the services you have expressed an interest in, or support you have expressed an interest in providing:

• Name
• Job title
• Company name
• Company address
• Company phone number
• Mobile number
• Email address
• Company support requirements

For individuals philanthropically supporting the development of our regional companies, we are likely to ask about your experience and qualifications relating to the support you are to provide. 

What is our legal basis for processing your data?

The University needs to collect and retain certain types of data, in various formats, about its current and past service enquirers in order to fulfil its functions as an education and business support provider and to maintain strategic relationships within the region.

Typically, data will be processed:

• on the grounds of contractual requirement or to take steps to enter into a contract with you e.g. to provide you with training and support;
• because it is necessary for our legitimate interests;
• to monitor equality and diversity; 
• because you have given us your consent 

How do we use your data?

The University may process your personal data for the following purposes:

• to process event bookings and to liaise with you about the course logistics e.g. issue joining instructions, course material etc.;
• to provide you with and manage your use of University facilities and services and your participation at events;
• to administer any financial aspects of our relationship with you and any funders including processing any payments made by you to the University;
• to compile statistical and personal returns which the University may be required to publish or pass data to government bodies or the Higher Education Statistics Agency (HESA); or partner organisations such as Calderdale College. 
• where you are attending a funded project, to make claims for funding on your behalf, the University may be required to pass your data to partner organisations such as the Local Enterprise Partnership where your data will be used to track outputs and beneficiaries. 
• If you have consented to receive marketing information, we will keep you updated about future relevant courses, events and activities via our email newsletter from which you may opt out at any time. If you no longer wish to be contacted for marketing purposes, you can either contact us at enterprise-works@york.ac.uk & request to be removed or simply click the ‘unsubscribe’ button at the bottom of our marketing e-mails.
• Where philanthropic support is provided, data around your experience and qualifications will be shared with the company to enable the provision of this support.

Who do we share your data with?

The University may share your data with:

• employees of the University for the purpose of providing you with appropriate support
• third parties that process data on behalf of the University to support it in fulfilling its obligations and responsibilities to and relationship with you (e.g. software and system providers) including but not limited to: Mailjet, Salesforce, NXT CRM, Google Suite. 
• Other business support services organisations, including Growth Hubs, LEP, Innovate UK, for the purposes of signposting to support for your business.   
• For philanthropic supporters, we may share your data with companies who have requested your support

The University of York will not share your information externally for any other purposes without your consent unless exceptional circumstances apply. Any such disclosures will be made in full accordance with the data protection legislation and only where necessary. 

How do we keep your 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 please see the IT services security webpages.

If you apply for training through a funded project, printed copies of your data may also be held in locked filing cabinets at the University of York.

 How long will we keep your data?

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.

If you receive training or support through an externally funded project, this data will be maintained in line with the contractual requirements of that project and it’s funding organisation. These requirements will be clearly outlined at the point at which you apply for support.

What rights do you have in relation to your data?

Under the General Data Protection Regulation, you have rights in relation to your data, including 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.

If you would like a copy of some or all of your personal data held by Enterprise Works, please email us or write to us at the contact addresses below.

There may be circumstances in which we are unable to erase data held about you, in which case we will notify you. For example, if you have entered into a funding contract with us, we may be contractually required to keep records for a specified time period for reporting and audit purposes.

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, please contact Enterprise Works or the University’s Data Protection Officer. 

Right to complain

If you are unhappy with the way in which the University has handled your personal data, we ask that you contact us in the first instance, to enable us to resolve your concerns. If you remain dissatisfied, you have a right to complain to the Information Commissioner’s Office. 

Changes to our privacy notice

We keep our privacy notices under regular review and we will place any updates on the Enterprise Works webpage. This privacy notice was last updated on 22 April 2024