Records Management & Information Governance
- Records Management and Information Governance
- Data Protection
- Your information
- General Privacy Notice
Privacy notice - general
This general privacy notice is for any individual who provides personal data or special category data to the University of York. It should be read in conjunction with the tailored notice provided to you by the department, centre, college or support service that gathered your data.
For the purposes of this privacy notice, University of York is the Data Controller as defined in the UK GDPR. We are registered with the Information Commissioner’s Office and our entry can be found here. Our registration number is: Z4855807.
How do we keep your data secure?
The University maintains a high standard of information security. Access to information and systems for all users are restricted on a need-to-know basis, and security arrangements are reviewed to ensure their continued suitability. For further information see, our IT security webpages.
How do we transfer your data safely internationally?
In certain cases, your personal data will be transferred outside the UK. For these transfers, the University will always comply with UK GDPR obligations and use necessary safeguards to protect your data.
How long will we keep your data?
The University will only keep your data as long as necessary to meet legal requirements or satisfy a defined business need. Specific retention timeframes are set out in the University’s Records Retention Schedule.
What rights do you have in relation to your data?
Under the UK GDPR, you have a right of access to your data, a right to rectification, erasure (in certain circumstances), restriction of processing, objection or portability (in certain circumstances). You also have a right to withdraw consent, and rights relating to automated decision making. For more information see Individuals’ Rights.
Questions or concerns
If you have any queries about this privacy notice or about how your data is being processed, please contact the University’s Information Governance Team at dataprotection@york.ac.uk.
Right to complain
If you wish to make a data protection complaint, please contact the University’s Data Protection Officer at dataprotection@york.ac.uk.
If you are unhappy with the way in which the University has handled your personal data, you also have a right to complain to the Information Commissioner’s Office (ICO).
Changes to our privacy notice
We keep our privacy notice under regular review. This notice was last updated on 16 June 2026.