Privacy notice

Subscribing to our mailing list

When registering to join the mailing list you will be asked to provide your name, email address and department/organisation.

The information provided will be used by the York Environmental Sustainability Institute, University of York, to send you a weekly newsletter about relevant upcoming events and workshops, funding and job opportunities, and news and publications. We will also send a quarterly newsletter with updates about YESI research and news. Occasionally we may also send you YESI event invitations and seasonal messages.

The information will be collected via an embedded Mailjet form (a third-party) on our website. Please note that Mailjet is a third-party service that is not owned or managed by YESI or the University of York. You should review Mailjet's privacy policy as we do not accept any responsibility or liability for their policies.

You are free to change your mind at any time by clicking the unsubscribe link in the footer of any email you receive from us, or by contacting us directly at yesi@york.ac.uk.

Your data will not be shared or used for any additional purpose. Your data is always held securely. Access to subscriber information is strictly controlled and the Mailjet account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it. We may download the mailing list occasionally to assess our audience demographics. This will be stored in the York Environmental Sustainability Institute University Drive which is only accessible to those who need the information to do their job.

Booking tickets on Eventbrite

When registering for a ticket you will be asked to provide your name, email address and organisation/department. We may also enquire about your travel arrangements and dietary requirements if parking and food is being organised by YESI.

The information provided will be used by the York Environmental Sustainability Institute, University of York, to issue your ticket. We also use the information to manage the event you have registered for, e.g. to produce an attendance list, to book catering/travel arrangements, to email you important information about the events you have booked or to tell you about any changes.

YESI uses Eventbrite (a third-party) for ticketing. Please note that Eventbrite is a third-party service that is not owned or managed by YESI or the University of York. You should review Eventbrite’s terms and conditions and privacy policy as we do not accept any responsibility or liability for the policies:

• Eventbrite terms of service
• Eventbrite Privacy Policy

At the time of booking all users of Eventbrite must confirm that they accept the Eventbrite terms and conditions and Privacy Policy. Additionally, they must agree to their details being shared with the Event Organiser (The York Environmental Sustainability Institute). Customers who do not agree to the terms are advised not to proceed with their booking. If you wish to attend one of our events but do not wish to use Eventbrite to book a place, please contact us at yesi@york.ac.uk.

Your data will not be shared or used for any additional purpose. Your data is always held securely. Access to customer information is strictly controlled and the Eventbrite account can only be accessed by people who need to do their job – it is only made visible to members of staff who have a reason to work with it.  We may download an attendee list to assess our audience demographics. This will be stored in the York Environmental Sustainability Institute University Drive which is only accessible to those who need the information to do their job.

Event feedback form

You may receive a feedback form from us, either at an event as a hard copy, or via Google Forms to enquire about your experience during the event.

The information provided will be used by the York Environmental Sustainability Institute, University of York to evaluate the success of the event, identify potential future events and to see how YESI can support you going forwards (if applicable).

Completing the feedback form is optional and you can choose if you wish to remain anonymous. Event attendees are contacted by email and in the message we explain the reason for the survey and at the event we will explain the survey in more detail. 

Your comments may be shared with the YESI management team, YESI Steering Committee and External Advisory Board as part of YESI’s annual strategy review.

Your data is always held securely. The information you provide will be stored in the Google Form and on the York Environmental Sustainability Institute University drive, which is only accessible to those who need the information to do their job - it is only made visible to members of staff who have a reason to work with it. The hard copy forms will be kept in a locked room and will be transferred to the YESI drive and then destroyed.

Joining a YESI Network

To join a YESI Network you will need to fill out the Google form on our website. You will be asked to select the network you would like to join and to provide your name, email address, department/organisation and research areas.

The information you provide will be used by York Environmental Sustainability Institute, University of York to occasionally email you with details about Network meetings, share relevant funding opportunity information and to share learning across the Network.

The data will be shared on a Google Form in a Google Team Drive dedicated to the Network. Network members will only be able to access the Team Drive if they have been sent the link by YESI. This will allow members to network more easily.

You are free to opt-out of having your information shared on the Google Team Drive. This can be done by informing YESI. 

Your data is always held securely. The data will also be stored on the York Environmental Sustainability Institute internal drive, which is only accessible to those who need the information to do their job - it is only made visible to members of staff who have a reason to work with it.

Participating in a bid proposal

When participating in a bid proposal we may ask you via email for your full name, email address, telephone number, job title, department/organisation you work for, your research expertise and salary information.  We may also ask you to provide associated proposal documents such as letters of support, CVs and track record documents.

This information will be used by the York Environmental Sustainability Institute, University of York to develop a bid proposal for submission and will be shared with the research councils involved along with other co-applicants internally and externally both during the application development and at final submission. Please review the privacy notices for the relevant funder.

This information will be collated on third-party submission portals e.g. JeS, H2020 Participants portal and on key research support systems e.g. Worktribe. Please note that JeS and Worktribe are third-party services that are not owned or managed by YESI. You should review their privacy notices. Data may also be stored in Google Team Drives dedicated to the project. Project partners will only be able to access this drive if they have been sent a link by YESI. The data may also be stored in the York Environmental Sustainability Institute University drive which is only accessible to those who need the information to do their job-it is only made visible to members of staff who have a reason to work with it.

You are free to opt-out of having your information shared on the Google Team Drive. This can be done by informing YESI. 

What is our legal basis for processing your data?

The legal basis we rely on for processing your personal data is one of the below:

1. Consent of the data subject (Article 6 (1) (a) of the GDRP). 
2. Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract (Article 6 (1) (b) of the GDPR)

Sharing your information

We do not sell your information.

We do not share the information provided to us except:

With third party service providers, such as hosting providers or an email service provider, who provide services to us so that we are able to fulfil our obligations to you or, where we are able to send you marketing information, to do so.

If we have a legal obligation to disclose your information (for example, if a court orders us to)

If you have given permission to share the information

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 see, https://www.york.ac.uk/it-services/security/.  

How do we transfer data safely internationally?

If it is necessary to transfer your Personal Data (including Special Category Data) outside the European Economic Area we will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long do we keep your personal information?

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 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. You can verify or correct information in your student record at any time by following the guidance here, https://www.york.ac.uk/students/studying/manage/student-record/. For all other requests, see https://www.york.ac.uk/records-management/generaldataprotectionregulation/individualsrights/. 

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 dataprotection@york.ac.uk.

Right to complain

If you are unhappy with the way in which YESI 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 Information Commissioner’s Office, see www.ico.org.uk/concerns. 

For further details please visit the University of York's general Privacy Notice