Applying for travel insurance
All staff and students registering an overseas business trip through the Travel Log will need to meet the travel risk assessment requirements. Travel must be in line with the University's Business Travel Policy and Foreign, Commonwealth and Development Office Travel Advice.
Please complete the online Travel Log in order to obtain business travel cover. The log must be submitted at least 7 days prior to the start of your trip.
If the trip is High Risk, please submit this at least 14 days before your trip.
If you are off campus you must connect to the University VPN in order to access the Travel Log.
Checking and amending your Travel Log entry
You can check and amend your Travel Log entry if necessary.
Enter your surname and click on 'View List'. Find the trip you wish to view and/or amend and click on 'Details' in the left hand column. This will bring up a screen with the full details of the trip.
Changes and additions can be made to all categories, but you cannot change dates retrospectively.
If you have any difficulties in amending your travel log, or you decide not to travel and need an entry deleting, please contact email@example.com.
This privacy notice is for anyone completing the travel log form prior to travelling on University business. 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 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 entry can be found here. Our registration number is: Z4855807.
Where do we get your data from and what data do we have?
We have data that you provide when you complete the travel log form.
What is our legal basis for processing your data?
The University needs to collect and retain certain types of data, in various formats, about people travelling on University business.
Typically, data will be processed:
on the grounds of contractual requirement or to take steps to enter into a contract with you eg to provide you with business travel insurance;
because it is necessary for the performance of a task carried out in the public interest (for information on our public task see our function as set out in our charter);
to allow us to comply with our legal obligations;
to protect your or another person’s vital interests;
How do we use your data?
We will use the data you provide for:
assessing, providing and administering your business travel insurance cover
meeting the University’s duties of care of staff and students and for emergency purposes
managing the University’s health, safety and welfare obligations
providing anonymised statutory returns on student study trips abroad
identifying staff patterns of travel and individuals' links with particular countries to enable the International Office to identify and establish links with staff regularly travelling to particular countries
Who do we share your data with?
In certain circumstances, the University may need to disclose information about you to its insurer or to your emergency contact.
The University may also disclose your data to other third parties not listed above on a case-by-case basis. Disclosures will be made in full accordance with the data protection legislation and only where necessary. Consent will be sought from you where appropriate and you will be told about such disclosures unless exceptional circumstances apply.
Additional Privacy Information
For additional information about how the University keeps your information secure and your rights please see, General Privacy Notice.