Research Impact Evidence Collection

The Privacy Notice for Research Impact Evidence Collection should be read in conjunction with the overall Privacy Notice.

This section of the Privacy Notice has been developed for those providing the University of Stirling with evidence of its research impact. Stirling academics and other staff regularly collect qualitative and quantitative evidence to quantify the benefits to society, the economy, or the environment that have resulted from their research.

Where do we get your data from?

The data in most cases will be provided directly by the data subjects. However, in some cases, the data will come from publicly available sources.

What data do we have?

We collect personal data for the purposes of providing evidence of impact deriving from research conducted at the University of Stirling.

Data may include name, organisation, job title, email address and contact details, the nature of the individual’s interaction with the University of Stirling and the evidence to corroborate the impact of the research.

The latter may include testimonial letters, emails, survey and interview responses, and/or feedback forms after events.

How do we use your data and what is our legal basis for processing?

We will use the data to record and assess the effectiveness of our research impact; we will also use the data to inform the University’s submission to future assessment exercises, such as the Research Excellence Framework (REF). The University processes personal data for research purposes under Article 6 (1) (e) of the UK General Data Protection Regulation (GDPR), which states that “processing is necessary for the performance of a task carried out in the public interest”. Given that research impact is underpinned by research, public task is also the legal basis for the University for processing personal data relating to research impact.

Who do we share your data with?

This information will be processed within the University and may be shared with other bodies such as the Scottish Funding Council, Research Fish, and Research England (RE), who manage the REF process. RE is part of UK Research and Innovation (UKRI), and under this arrangement UKRI has the role of “data controller” for personal data submitted by the University to the REF. If the research was funded, it is possible that impact data will be shared with research funders (including the funding councils that sit within UKRI, NiHR, Wellcome, British Academy, Royal Society of Edinburgh, The Royal Society, and Chief Scientist Office) as part of the project reporting process.

Any personal data submitted by Universities to REF will be collected, stored and processed in accordance with current data protection legislation. The University of Stirling will not share your information externally for any other purposes without your consent unless exceptional circumstances apply.

How do we keep your data secure?

All of your personal data will be treated strictly in accordance with the terms of the UK GDPR. This means that confidentiality will be respected and that appropriate security measures will be taken to prevent unauthorised disclosure. Access to information is restricted on a need-to-know basis and security arrangements are regularly reviewed to ensure their continued suitability.

How do we transfer your data safely internationally?

In certain circumstances, including submission to the REF (which publishes data on their website), it is necessary to transfer your Personal Data outside the European Economic Area. In respect of such transfers, the University will comply with our obligations under Data Protection Law and ensure an adequate level of protection for all transferred data.

How long will we keep your data?

The University will retain your data for 10 years post-intended use/publication, in line with our business need (including audit requirements following the next REF exercise). REF will retain data submitted to them in accordance with their own policies, see: REF 2029.

Contact details relating to research impact evidence collection

For information about the University of Stirling’s research impact activity please contact the Research Performance and Impact team: impact@stir.ac.uk.