Privacy Notice for REF2029
Newcastle University Privacy Notice for Submissions for the Research Excellence Framework (REF)
The information we process
For the purposes of participating in the REF, Newcastle University processes information relating to past and present research colleagues.
- Current University employees with a primary employment function of “Teaching & Research” and “Research only”. It may also include employees who are research active but not currently on an eligible contract.
- Former University employees who (at any time during their employment) were REF-eligible at the time of ceasing employment and who have research outputs that were generated while they were employed at the University during the REF assessment period
- Individuals who are not employed by the University but who have provided testimonials concerning the development of impact case studies in relation to the University’s preparations for the REF 2029 exercise
The lawful basis for processing personal data for REF 2029 is that it is necessary for the performance of a task carried out in the public interest under Article 6(1)(e) of the UK General Data Protection Regulation (UK GDPR). Participation in the Research Excellence Framework is a national research assessment exercise which supports accountability for public investment in research and informs the allocation of public research funding.
. The categories of information we process are:
- HESA staff identifier and staff number
- Name (initials, forename and surname)
- Date of birth or age‑related data, where required for REF eligibility and equality monitoring
- Open researcher and contributor ID (ORCID) (where held).
- Job title/position
- Grade
- Contracted hours/FTE.
- Information about contract type and any secondments/periods of unpaid leave, including dates.
- Whether any personal data should be omitted from the published data for specific reasons, such as commercial sensitivity or security.
Special category information
Where special category personal data are processed, the University relies on Article 9(2)(g) UK GDPR (processing necessary for reasons of substantial public interest), together with Schedule 1, Part 2, paragraph 8 of the Data Protection Act 2018 (equality of opportunity or treatment). This processing is undertaken to monitor equality and diversity in relation to REF participation. An appropriate policy document is in place.
This may include information about protected characteristics, including age, sex or gender, gender reassignment, marriage and civil partnership, disability, pregnancy and maternity, race or ethnic origin, religion or belief, and sexual orientation.
How long we keep it for
Within the Strategy, People and Research Environment (SPRE) statements and case studies we may use names and job titles but no other personal information will used. The SPRE statements and case studies will be published as part of the REF submission. All other personal information collected as part of the REF exercise will be retained for a maximum of seven years.
Who we share it with
The purpose of the Research Excellence Framework 2029 (REF 2029) is to assess the quality of UK research and to inform the selective distribution of public funds for research by the four UK higher education funding bodies. The REF is managed by the REF team, based at Research England (RE), on behalf of the four UK higher education funding bodies. 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.
REF submissions, personal data provided to UKRI are limited to what is required by REF guidance. In some cases this may include identifiers such as a HESA ID. In audit, assurance, verification, or exceptional circumstances, additional personal data may be shared with UKRI where required and will not be pseudonymised. You can find further information about what data are being collected on the REF website, at www.ref.ac.uk
What will be published
The information to be published by UKRI, on behalf of the four UK higher education funding bodies, will include a single list of all the outputs submitted by the University. The list of outputs will include standard bibliographic data (including the author name) for each output, but will not be listed by author name.
Your rights
Under the Data Protection Act 2018 and the GDPR, you have the right to see and receive a copy of any personal information that the University holds about you, as well as other rights.
More information can be found from the University’s intranet pages (internal access only).
or by contacting: Data Protection Officer: Maureen Wilkinson, Email: rec-man@ncl.ac.uk
The same rights apply to the information the UKRI holds about you.
Further information about the Act and GRPR, and guidance on making a subject access request, can be found at Make a request for personal information – UKRI
If you have any concerns about your information being used for these purposes, please contact:
Data Protection Officer
UK Research and Innovation
Polaris House
Swindon, SN2 1FL
Email: dataprotection@ukri.org
This privacy notice should be read in conjunction with the University’s Data Protection Policy (Data Protection Policy | Newcastle University) and colleague privacy notice (Information for Colleagues | Data Protection | Newcastle University)
Approved by:
Senate on 29th April 2026
University Executive Board on 14th April 2026
Awaiting approval from Research England submitted 12th May 2026