Accessibility statement

Privacy Notice for Research Impact Evidence Collection for REF 2029

This privacy notice is for individuals providing the University of York with evidence of research impact. It sets out the ways in which 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 UK General Data Protection Regulation (GDPR).

For the purposes of this privacy notice, University of York is the Data Controller as defined in the UK General Data Protection Regulation. We are registered with the Information Commissioner’s Office (ICO); see our entry to the ICO. Our registration number is: Z4855807.

Where do we get your data from?

The data in most cases will be provided directly by the data subjects. However, in some cases the data will come from publicly available sources.

What data do we have?

We collect personal data for the purposes of providing evidence of impact deriving from research conducted at the University of York. Data may include:

Name, organisation, job title, email address and contact details, the nature of the individual’s interaction with the University of York and the evidence to corroborate the impact of the research. The latter may include testimonial letters, emails and/or feedback forms after events.

How do we use your data and what is our legal basis for processing?

We will use the data to record and assess the effectiveness of our research impact; we will also use the data to inform the University’s submission to the Research Excellence Framework 2029.

In line with our charter which states that we advance learning and knowledge by teaching and research, the University processes personal data for research purposes under Article 6 (1) (e) of the UK General Data Protection Regulation (GDPR), i.e. Processing is necessary for the performance of a task carried out in the public interest. Due to the close nature of the relationship between research and research impact, public task is also the legal basis for the University for processing personal data relating to research impact.

Who do we share your data with?

This information will be processed within the University and may be shared with Research England (RE), who is conducting REF 2029. RE is part of UK Research and Innovation (UKRI) and under this arrangement UKRI has the role of “data controller” for personal data submitted to the REF 2029. Any personal data submitted by Universities to REF 2029 will be collected, stored and processed in accordance with current data protection legislation. The University of York will not share your information externally for any other purposes without your consent unless exceptional circumstances apply.

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, see our information on IT security. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability.

How do we transfer your data safely internationally?

In certain circumstances, it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.


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.

What rights do you have in relation to your data?

Under the UK 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; see your individual rights.

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

Right to complain

If you are unhappy with the way in which the University 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 ICO, see information on reporting a concern to the ICO.

Changes to our privacy notice

We keep our privacy notice under regular review. This notice was last updated on 31 January 2024.