Privacy notice - SEI Project Tracker
This privacy notice is intended for individuals who interact with staff at the Stockholm Environment Institute York Centres (SEI York) at the University of York. It refers specifically to the ways in which SEI York, as Data Controller, gathers, uses, stores and shares your data with the Stockholm Environment Institute Foundation’s Project Tracker. It also sets out how long we keep your data and what rights you have in relation to your data under Data Protection law.
This notice is provided as a supplementary notice to the University of York’s general privacy notice.
The University is registered with the Information Commissioner’s Office (Information Commissioner's Register of Fee Payers). Our registration number is: Z4855807
Where do we get your data from?
SEI York may collect personal data about you for use with the SEI Project Tracker. It is obtained from a variety of sources. Primarily this is collected directly from your email correspondence with SEI York and through project proposals and documents you have shared with us as part of our collaboration.
What data do we have?
The data we collect for use with the SEI Project Tracker include:
- Personal data: Full Name, Title, Contact details (Address and Email)
- Organisational data (if needed): Organisation Name, Country of Principal office/HQ, Website Address
- Project information (if relevant): Project name, project lead, geographic area(s) of work, Project Activity Status (Discussion, Proposal, Ongoing, Completed), details of interactions we have had with you (Email, Phone, Meeting-Physical or Virtual, Third-Party Introduction, Other).
We do not collect special category data for use in the SEI Project Tracker.
What is our legal basis for processing your data?
We base the processing of your personal data on the legal basis of legitimate interest to manage and administer our Project Tracker website (Art. 6 (1) (f) GDPR).
SEI Foundation needs to collect and retain certain types of data, in various formats, about its interactions with different partners to identify areas of mutual benefits such as developing new joint research proposals and to report to funders.
How do we use your data?
SEI York and SEI Foundation may process your personal data in the SEI Project Tracker for the following purposes:
- because it is necessary for monitoring and evaluating the performance of our operations; and
- for the purposes of managing contracts and research proposals
- for the purposes of developing new proposals.
Who do we share your data with?
The SEI York centre at the University of York only shares your data with the SEI Foundation for use within the SEI Project Tracker. This permitted under the University of York and SEI Data Sharing agreement ratified in 2025.
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, the University of York’s IT security webpages and Data Protection Policy.
Also, please read the SEI Foundations Privacy and Security notice on how it manages personal data about you in the SEI Project Tracker. The Foundation will ensure that access to your information is adequately protected by having appropriate security measures implemented and also appropriate technical, physical and organisational measures to protect your personal data from unlawful or accidental destruction, alteration or disclosure, misuse, damage, theft or loss by accident or unauthorised access.
How do we transfer your data safely internationally?
The personal data collected about you described above will be transferred to the SEI Foundation server which is located outside the UK. For these transfers, the SEI York and SEI Foundation has established a data sharing agreement to comply with UK GDPR and EU GDPR regulations which relate specifically to SEI Foundation obligations. We will use necessary safeguards to protect your data during transfer and storage. The data we share is transferred through single sign on password protected access. Access to this information is restricted on a need-to-know basis, and security arrangements are regularly reviewed to ensure their continued suitability.
How long will we keep your data?
SEI York at the University of York will only keep your data as long as necessary to meet legal requirements or satisfy a defined business need. These are reviewed periodically, and not less than one year intervals. Specific retention timeframes are set out in the University’s Records Retention Schedule. Please read the University of York’s Information and Records Management Policy.
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.
If you have any questions or concerns about this privacy notice or how your data is being collated and processed by the SEI York Centre at the University of York, please contact Howard Cambridge (email howard.cambridge@york.ac.uk) in the first instance. You may also contact the University’s Information Governance Team at dataprotection@york.ac.uk.
If you have any questions regarding the processing of your personal data on the SEI Foundation Project Tracker or if you wish to exercise any of your rights pursuant to applicable data protection legislation, please use the contact details below.
The controller is:
Ian Caldwell:
Stockholm Environment Institute
Virkesvägen 1A
120 30 STOCKHOLM
Email: ian.caldwell@sei.org
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 SEI York has handled your personal data, you also have a right to complain to the Information Commissioner’s Office (ICO).
Changes to our privacy notice
This Privacy Notice is kept under regular review. It was last reviewed and updated on 5 January 2026.