Privacy Notice

The University of York will hold the personal data supplied by the submitter on the submission form, in accordance with GDPR 2018 and the following Privacy Notice:

This Privacy Notice tells you what to expect when you participate in the COVID-19 Storytelling Project, at the University of York. For details of how your personal information is used in other ways, please see the other University Privacy Notices.

What is our legal basis for processing your data?

Our basis for processing this data is that 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).

How do we use your data?

The contact information provided on this form will be used by the University of York to contact submitters for:

  • administration purposes in connection with the exhibitions.

  • artistic purposes in connection with the exhibitions.

  • research work connected with the project.

  • informing submitters about the exhibitions once they are live.

The creative submissions provided with this form will be published by the University of York, and used for:

  • creating online exhibitions.

  • creating in-person exhibitions.

  • research purposes, including but not limited to:

        • informing the design and delivery of equality, diversity and inclusivity engagement activities in the future.

        • production of policy papers.

        • production of research publications.

  • archiving for historical purposes.

  • publications, in University publicity for advertising the exhibitions and for general marketing or promotional purposes.

Who do we share your data with?

Contact information will only be accessible to employees of the University.

Published submissions will be accessible to anyone who has access to the website or in person exhibition in which the submission features. Your published submission will also include your name, or the alias you provided when submitting your work.

How do we keep your data secure?

The University takes information security 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 the IT services website.

Transfer of data internationally

In certain circumstances it is necessary to transfer your Personal Data (including Special Category 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?

Contact details will be kept until the exhibitions finish plus one year.

Creative submissions will be retained by the University Archives. The retention timeframe for this will be determined in line with the University’s Records Retention Schedule.

What rights do you have in relation to your data?

Under the UK GDPR, 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 (where this applies).

Questions or concerns

If you have any questions about this privacy notice or concerns about how your data is being processed, or if you wish to exercise your rights in relation to your data, please contact us at: .

If you have further questions, the University’s Data Protection Officer can be contacted at

Right to complain

If you are unhappy with the way in which the University has handled your personal data, we ask you to contact us in the first instance, so that we can try to put things right. If you are unhappy with our response, you have a right to complain to the Information Commissioner’s Office.