1. Lawful, fair and transparent processing
Who will King's share your information with?
In 2027, King’s will submit the Impact Case Studies for assessment in REF2028, including any data provided as corroborating evidence. The REF is managed by a 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).
Once with UKRI, any case study, or parts of it, may be passed to the Department for the Economy, Northern Ireland (DfE), Higher Education Funding Council for Wales (HEFCW) or Scottish Funding Council (SFC) who may need data to inform the selective distribution of public funds for research and to carry out their statutory functions connected with funding higher education and analyse and monitor REF2028.
This may result in case studies (but not corroborating evidence) being released to other users including academic researchers or consultants (commissioned by the funding bodies), to carry out research or analysis, in accordance with the Data Protection Act 2018 and the General Data Protection Regulation (Regulation (EU) 2016/679). Where information not previously published is released to third parties, this will be anonymised where practicable.
UKRI will require that anyone who has access to your data, held in UKRI’s records, paper or electronic, to respect its confidentiality and will only process it in accordance with instructions issued for the purposes specified by UKRI.
2. Specified, explicit and legitimate purposes
Any information you choose to provide to King’s will be used as corroborating evidence in an impact case study. This data will initially be stored on a King’s secure server which will only be accessible by necessary members of staff. Only one copy of the data will be stored and all versions in email form deleted once information is filed.
All case studies, unless marked with a redaction option, will be published by Research England in 2028 and made available on the REF website. If you do not wish the information you provide to be made available in this way, please choose a redaction option (see below) and discuss your requirements with your King’s partner.
King’s may also use the case studies and corroborating evidence to showcase the impact of research through a range of mediums including online and in print, again respecting redaction options.
3. Adequate, relevant, not excessive
When you provide corroborating evidence, your data will be used in the body of an impact case and appended in case of audit. Impact case studies will not normally be submitted with personal information, except for your job title and/or organisation which may be included.
In all King’s processes to develop the final case study, appropriate levels of data redaction will be respected. If you choose to provide personal and contact information for corroboration purposes this will be stored securely and will only be used in audit circumstances. More information on REF audit processes for 2021 can be found here. This link will be updated when Research England published their audit guidance for REF2028.
If any part of your corroborating evidence is sensitive, REF allows for 6 types of case study submission, each allowing for differing levels of confidentiality. These range from processes which cater for the inclusion of security sensitive information, to redaction of business sensitive material. Full details of these options can be found below. Each option may be specifically adapted for your requirements.
If you feel that your case contains sensitive information, needs any kind of redaction or you would like to discuss further options please contact your King’s partner and/or the REF Team.
Sharing third party personal data with King's
Please ensure that if you are sharing any third-party personal data (that is any identifiable information that is not your own) with King’s, you have the necessary consent to do so. If you do not have consent, you must be able to demonstrate your other GDPR lawful basis for sharing and have informed the individuals concerned. If you cannot meet these requirements, please anonymise the information before sharing it with King’s.
Accessing your personal data through REF
To find out more about how the university deals with your personal information, including your rights and who to contact if you have a concern.
For any further questions please contact REFsupport@kcl.ac.uk.
Freedom of Information and Environmental Information Regulations
As a public authority, King’s is subject to the Freedom of Information Act 2000 and the Environmental Information Regulations 2004. This means that anybody is entitled to make a request to King’s for any information that we hold in a recorded form, and we must disclose it unless a relevant exemption applies. In the unlikely event that we receive a request for impact evidence that we hold, we will take into account the redaction options selected at submission and apply relevant exemptions where available.
Both King’s and UKRI will securely store data relating to impact case studies until six months after the REF2028 results are published (June 2029) then securely dispose of all material.
Further information on King’s strict confidentiality and privacy principles can be found here