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Privacy and data protection

Who we are

White Rose eTheses Online is the jointly-managed repository for theses produced by the Universities of Leeds, Sheffield and York. The system is hosted by the University of Leeds IT Service, and is maintained and supported by colleagues from across the three institutions.

Data Protection

The Universities recognise the importance of personal privacy and ensure that all personal data is held in accordance with the General Data Protection Regulation (GDPR) 2018. Compliance is managed by Data Protection colleagues across the sites, and the Data Controller for White Rose Libraries operations is the University of York, on behalf of the Universities of Leeds, Sheffield and York.

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. If you would like to exercise these rights, or if you have any concerns or questions relating to Data Protection, please contact:
libraries@whiterose.ac.uk
Kate Petherbridge – Executive Manager: Tel: +44 (0)1904 323803 in the first instance.

You can also contact the University of York’s Acting Data Protection Officer at dataprotection@york.ac.uk

If you are unhappy with the way in which the University of York has handled your personal information you have the 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.

Data is hosted by the University of Leeds IT Service and is detailed on their Policies and Information Security pages.

Emails

If you email the etheses@whiterose.ac.uk email address, this will seen by a member of White Rose Libraries staff who will reply or forward the email on as appropriate. White Rose Libraries will retain the email for 1 month in case further correspondence follows. After this, it will be deleted.

If the email is forwarded on to one of the Universities of Leeds, Sheffield and York, this will then fall under their GDPR policies and retention schedules. Please contact staff at the individual institutions if you have any concerns or questions relating to their use of your personal data.

  • Leeds: Data Protection Officer, at d.wardle@adm.leeds.ac.uk. See also section 11 'Queries and complaints' of the University of Leeds privacy notice
  • Sheffield: dataprotection@sheffield.ac.uk
  • York: Acting Data Protection Officer at dataprotection@york.ac.uk

If the email is a request for access to restricted content, this email - including your email address - may be forwarded on to the author directly so they can respond. Please note that if your request for access is approved, a record of this access will be kept until the embargo period ends.

Logs

White Rose eTheses Online, through the University of Leeds IT Service, maintains logs of its servers’ activities. The server log files include the IP address of each computer which accesses the website. The logs are used to support essential maintenance of the site including analysing how the site is used so improvements can be made. This use comes under the following lawful basis:
6 (1) (e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

The University of Leeds IT Service retains server logs for one year.

Cookies

Please see the Cookies page for details about cookies and their use on White Rose eTheses Online.