Research Office Privacy Notice

Edge Hill is committed to respecting and protecting your personal information. This privacy notice is an extension of the University’s institutional Privacy Policy.

About

What does this privacy notice cover?

This privacy notice covers how, why and with whom the Research Office (including the Graduate School) will collect, store, use and share your data. We will be fair and transparent in how we process your data.

What is not covered?

It does not deal with how other parts of the University collect or process your data, or data collected as part of research projects.

Who to contact?

If you have questions about how the Research Office processes your data, please contact Research@edgehill.ac.uk.

Any questions about the University’s Privacy Policy, Data Protection Policy, or how Edge Hill handles your personal data should be addressed to the University’s Data Protection Officer.

Protecting your data

Our staff and associates are bound by obligations of confidentiality and trained in the protection of personal data. We will take all reasonable steps to comply with legislation and use appropriate technical and organisational measures necessary to safeguard your personal data. Personal data may be transferred to third parties who carry out further processing on our behalf in accordance with the purpose(s) for which the data was originally collected or may otherwise be lawfully processed.

Data will only be shared where there is an operational need, whether this is with other Edge Hill departments or outside the University. Not all data we share is identifiable – we may supply total numbers or anonymise data before sharing. If anonymous data could result in re-identification, steps will be taken to avoid this, such as the use of minimum thresholds for reporting against identifiable criteria.

Data collection

Your data may be passed to us by other data processors at the University or by external organisations to enable us to carry out our duties.

In other cases, we will receive your data from you, such as through submission of a form, or through the research information system.

See the section on Retention for more details.

Processing your data

We may process your data to perform duties on behalf of the University for the following purposes:

  • Research support, including for research funding, activity, collaborations, ethics, and outputs.
  • Statistical returns including those submitted to the Higher Education Statistics Authority (HESA).
  • The University’s public sector equality duties including Athena SWAN.
  • Research assessment including the Research Excellence Framework (REF).
  • Research degree applications, enquiries, fee status, ongoing maintenance of your student registration, and examination.

Other purposes could arise on a case-by-case basis.

Research Information System (Pure)

Most information pertaining to you in Pure is entered by you or those responsible for research records in your department, faculty or the University. Minimal information is also imported from Human Resources, Academic Registry and IT Services to create your profile and grant user access.

Data in Pure is used for the recording, administration and management of research activity across the University by creating a record of the research undertaken by Edge Hill researchers. See Processing your data for further information.

Information held in Pure is made available internally to support management and planning activities at departmental, faculty and institutional level.

Data visible on the research information repository (portal) is publicly accessible. Former staff and students are automatically hidden from public view.

Access to the Pure backend is restricted to authorised users.

Access to data in the Pure backend is further restricted according to user roles, allocations to which are agreed between us and the relevant heads of department:

  • Personal user (standard academic user) can view their own content in full. Can view limited details of other personal users’ content in the Pure backend.
  • Editors can view and report on or edit specific content types for their designated organisational units.
  • Content administrators can view, report on and edit specific content types for the entire institution.
  • System administrators can view, report on and edit all content types for the entire institution.

Retention

Data Primary location Primary source Retention period (after user leaves EHU) Rationale
Name Pure Staff/student record Permanent To retain connections to content
Departmental affiliation at EHU – most recent Pure Staff/student record Permanent To retain connections to content
Departmental affiliations at EHU – previous Pure Staff/student record 2 complete REF cycles Only used for CVs
FTE Pure Staff record 2 complete REF cycles Only needed for the REF/EIA
Post title Pure Staff record 2 complete REF cycles Only used for profiles
Date of birth Pure Staff record 2 complete REF cycles Only needed for the REF/EIA
Gender Pure Staff/student record 2 complete REF cycles Only needed for the REF/EIA
Staff/student ID number Pure Staff/student record Permanent To retain connections to content
University e-mail address Pure Staff record 2 complete REF cycles Only used for profiles
Pure user account Pure EHU network 3 months Only needed for active users
Narrative profile information Pure Pure user 2 complete REF cycles Only used for profiles
Pure ID Pure Pure Permanent To retain connections to content
HESA ID Pure Staff record 2 complete REF cycles Only needed for the REF
IDs (Scopus, ORCID, etc.) Pure Pure user 2 complete REF cycles Only used for profiles
Name variants Pure Pure user 2 complete REF cycles Only used for profiles
Profile photo Pure Pure user 2 complete REF cycles Only used for profiles
Funding application/award data Pure Pure user Permanent Legacy reporting
Research impact records Pure Pure user Permanent Legacy reporting/open access research
Research outputs Pure Pure user Permanent Legacy reporting/open access research
Other research content Pure Pure user Permanent To retain connections to content
REF staff data Pure Staff record 2 complete REF cycles Only needed for the REF/EIA
Other REF data Pure Various 2 complete REF cycles Only needed for the REF/EIA
Doctoral theses (awarded by EHU) Pure Pure user Permanent Open access research
Doctoral research degree supervisor/student relationship (thesis) Pure Student record Permanent Thesis metadata record
Doctoral research degree supervisor/student relationship (profiles) Pure Student record 2 complete REF cycles Only needed for the REF
MRes dissertations (awarded by EHU) Network drive Student End of registration + 1 academic year Only used for assessment
Visiting professor/lecturer details Network drive Visitor Duration of offer + 1 academic year For reference during the offer
Research degree external supervisor CV Network drive Supervisor Approval of supervisory team + 90 days Only needed for approval
Research degree external examiner CV Network drive Examiner Approval of viva team + 90 days Only needed for approval
Research degree applications data Network drive Applicant Current year + 1 academic year Monitoring
Research degree student records Network drive Various Last action on record + 6 academic years As per Academic Registry retention period
Committee minutes and papers (serviced by RO) Network drive Various 7 academic years Audit