REF 2029 non-staff privacy statement

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1. Who this notice applies to

This notice applies to individuals who are not employees of the University, but whose personal data may be included in the University’s submission to the Research Excellence Framework (REF) 2029.

This may include:

  • Individuals providing corroborating evidence of research impact
  • Research collaborators external to the University
  • Representatives of partner organisations
  • Visitors, volunteers, or participants referenced in impact case studies or Statements on People, Research Environment and Culture (SPRE)

University staff should refer to the University’s Staff Privacy Notice for information about how their personal data is processed for REF 2029.

2. About REF 2029

The REF is the UK’s system for assessing the quality of research in UK higher education institutions. 

REF 2029 is managed by Research England on behalf of the UK higher education funding bodies. Research England is part of UK Research and Innovation (UKRI).

The REF requires provision of data on the quality of research, its impact beyond academia, and the environment in which research is undertaken, in the form of impact case studies, and disciplinary-level and institutional-level narratives. 

The purposes of REF 2029 are to:

  • Assess the quality of research in UK higher education institutions
  • Inform the selective allocation of public funding for research
  • Provide accountability for public investment in research
  • Provide benchmarking information and reputational indicators

REF outcomes are used to allocate approximately £2 billion per year of public funding for university research. The results also inform strategic decisions about national research priorities.

The most recent REF was undertaken in 2021, and the next REF will be submitted in 2028 with results published in 2029. 

3. Who is responsible for your data?

The University of Sheffield is the data controller for personal data it collects and processes in preparing its submission.

UK Research and Innovation (UKRI) is the data controller for personal data once it has been submitted to the REF. UKRI’s processing of REF data is governed by its own privacy information.

4. What data we may collect

Personal data included in a REF submission may include:

  • Name
  • Job title or role
  • Organisation
  • Professional contact details
  • Details of involvement in research or impact activity
  • Testimonial statements or corroborating evidence

Personal data is included only where necessary, proportionate, and relevant to REF requirements. 

In most cases, the data will be provided directly by you. In some cases, information may be drawn from publicly available sources.

5. Legal basis for processing

The University processes personal data for REF 2029 under Article 6(1)(e) UK GDPR – processing necessary for the performance of a task carried out in the public interest.

REF is a national research assessment exercise and forms part of the University’s public task in advancing education and research.

6. How we use your data

We use your data to:

  • Evidence and describe the impact of University research
  • Prepare impact case studies and SPRE statements
  • Support internal review and governance processes
  • Submit material to REF 2029

If you provide information in support of an impact case study or narrative statement, your name and professional role may be included in documents submitted to REF 2029.

7. Who we share your data with

Within the University, access to your data is restricted to staff involved in preparing and managing the REF 2029 submission.

We may share your data with:

  • UKRI for the purposes of REF 2029 assessment. 
  • External reviewers involved in submission development

Where external reviewers are used, we will share only the minimum personal data necessary. In limited circumstances, data may be transferred outside the UK (for example, where reviewers are based overseas). Any such transfers will be subject to appropriate safeguards in accordance with UK data protection law.

Once submitted, UKRI is responsible for how your personal data is processed.

8. Publication

Following completion of REF 2029, certain elements of submissions, including impact case studies and parts of environment statements, are expected to be published.

Published material may include:

  • Your name
  • Your job title or organisation
  • Descriptions of your involvement in research impact

The University reviews submissions before submission to remove personal data that is not necessary for publication. Corroborating evidence itself is not published.

9. Data retention

The University will retain REF-related data in accordance with its Records Retention Schedule and any audit requirements associated with REF 2029.

10. Your rights

Under the UK GDPR, you have rights including:

  • Access to your personal data
  • Rectification of inaccurate data
  • Restriction or objection in certain circumstances

To exercise your rights in relation to data held by the University, please contact the University Data Protection Officer.

To exercise your rights in relation to data held by UKRI, please contact:

  • Data Protection Officer

  • UK Research and Innovation

  • Polaris House

  • North Star Avenue

  • Swindon

  • SN2 1FL

Email: dataprotection@ukri.org

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data has been processed unlawfully.

11. Changes to this notice

This notice will be updated as REF 2029 guidance develops. The most recent version will always be available on the University’s website.

Related information

REF 2029