Privacy notice

What information is gathered?

Edinburgh Research Office may collect, store and use the following categories of personal data:

• contact details such as name, title, contact details, salary information;
• information required by funders in applications for awards, such as CVs; 
• outcomes of funding applications; and
• special category personal data when provided voluntarily.

Retention

The data gathered is retained for as long as it is necessary to fulfil the purposes for which it was collected, including any contractual obligation to the University’s funders.

Individually attributable protected characteristic data will be deleted within 3 calendar months of the funder announcement of outcomes or event for which it was collected. Summary data on protected characteristics will be retained for as long as it is necessary to fulfil the purposes for which it was taken, where it cannot be attributed to an individual.

Reason information is gathered

Edinburgh Research Office collects and processes personal data from and on behalf of the University’s research community:

• to apply for grants and other funding opportunities, including studentships;
• to help us provide expert advice and guidance;
• for research and strategic planning;
• to enter into research agreements;
• to communicate news of interest to researchers; 
• to organise events;
• to facilitate fair and equitable decision-making for internal selection of funding applications subject to demand management, for internal and external calls; and
• to monitor the impact of our activities on Equality, Diversity and Inclusion with a view to minimising barriers to engagement for individuals from under-represented groups.

Edinburgh Research Office may collect and process sensitive personal data from and on behalf of the University’s research community as required to apply for grants and other funding opportunities.

Legal basis

Edinburgh Research Office's collection and use of personal data from University staff is carried out as performance of the employment contract and as a legitimate business interest of the University.  

Edinburgh Research Office's collection and use of personal data from individuals who are not University staff (including students) is carried out as a legitimate business interest of the University.

Edinburgh Research Office's collection and use of special characteristic personal data from individuals is carried out with consent.

Automated processing and profiling

Edinburgh Research Office does not use solely automated decision-making processes, including profiling.

Read the University's privacy policy

Read the University Data Protection Policy

Data Controller

For data collected under this privacy notice, the University is the Data Controller (as that term is defined in the UK General Data Protection Regulation and the Data Protection Act 2018), registered with the Information Commissioner’s Office, Registration Number Z6426984.

Contact

For further information about data privacy in Edinburgh Research Office, please contact Anne Sofie Laegran, Head of Research Impact, or Rowena Lamb, Head of Research Governance, Compliance & Risk.