The purpose of this notice is to inform you of the type of information (including personal information) that our team (West Yorkshire R&D Team) holds, how that information is used, who we may share that information with, and how we keep it secure and confidential.

What we do
Research holds the key to delivering continuing sustainable improvements within the NHS. Working on behalf of the West Yorkshire Integrated Care Board, the WY R&D team works closely with partners from academia and the health sector to increase evidence-based innovation and knowledge exchange within clinical and care settings.

How we use your information
West Yorkshire R&D Team is classed as a Data controller. Data controllers are any organisation responsible for providing access to, or using, identifiable information.

Our team may hold some information about you and this document outlines how that information is used, who we may share that information with, how we keep it secure (confidential) and what your rights are in relation to this.

Records are retained in accordance with the retention and disposal schedule in the Records Management Code of Practice 2021. Further information is available here

What kind of information we use
We do not collect data from patients and we only collect data from researchers or NHS staff if they apply for a Research Passport or Letter of Access. We may also hold contact information for researchers, NHS staff, or third parties.

We use two types of information/data:
Personal data, data which relates to a living individual who:

Sensitive information/data, personal data which also contains one or more of the following:

We hold mailing lists with names and work email addresses which we only use for the purposes of mailing out to inform people about research projects they may wish to be involved in, research events, or research findings.

Does your website use cookies?
We collect cookies through our website for the purposes of tracking usage of our site and monitoring which pages are most popular. You can block or turn cookies off through your browser or internet settings and this will not prevent you from using the site, or affect how the site works. 

What do we use your sensitive and personal information for?
We use the sensitive and personal information which is submitted via the NIHR Research Passport form for processing an application to access NHS premises or data for the purposes of conducting research.

We use our mailing lists for informing people about research projects they may wish to be involved in, research events, or research findings.

We do not share your information with any third parties, unless we agree this with you directly.

What is our legal basis for processing this data?
We process this data under the legal basis ‘task in the public interest’. It is part of our duties under the NHS constitution to conduct and use research to improve the current and future health and care of the population (Principle 3), as outlined in the Health and Social Care Act 2012.

How long will you keep my data?
Research passport and NHS-to-NHS pro-forma information will be held until the end of the research project, then an additional five years after the project end date, for audit purposes. DBS and occupational health data will only be held for 6 months after submission and then will be destroyed. Mailing list and other contact information will be kept for as long as needed, but if anyone requests for their data to be deleted, we will delete it and cease using it.

Do we share my information with other organisations?
No, unless we agree this with you directly.

What are your rights?
You have the right to have information about you processed fairly and lawfully, and to be able to access any personal information about you held by the NHS. You also have the right to privacy, and can expect the NHS to keep information confidential and secure. You have the right to request that your confidential information is not used for purposes other than your own care and treatment, and to have your objections considered. These rights are set out in the NHS Constitution.

If you are unhappy with the way we have processed your data, you have the right to complain to the Information Commissioner’s Office (ICO).

Opt-out of (stop) information about you being processed
If you wish for the West Yorkshire R&D Team to stop processing information about you or require any information as to how information is used then please contact us, marking your message for the attention of the Caldicott Guardian, who is responsible for protecting the confidentiality of a patient and service user information and enabling appropriate information sharing.


Cookies are text files containing small amounts of information which are downloaded to your device when you visit a website. They are used to help you navigate websites efficiently and perform certain functions.

Cookies can be classified by duration and by source:

Session cookies – a cookie that is stored temporarily and is destroyed when you close the link.

Persistent tracker cookies – a cookie that enables a website to remember you on subsequent visits, speeding up or enhancing your experience of services or functions offered.

Cookies can be classified as first party or third party cookies if they are either issued by the website that you are visiting or by a site other than the one you are currently surfing.

The cookies used by West Yorkshire R&D fall into the following categories:

Once you have given us your agreement to the use of cookies, we shall store a cookie on your computer or device to remember this for next time. If you share the use of a computer, accepting or rejecting the use of cookies may affect all users of that computer. If you wish to withdraw your agreement at any time, you should follow the “Opt Out for Cookies” section below.

The specific cookies we use on the Site are:

_ga which is created by Google Analytics and is used to identify unique users and it expires after 2 years

_gat which is created by Google Analytics and is used to throttle the request rate and it expires after 1 minute

 _gid which helps to count how many people visit your website by tracking if they’ve visited before

Opt Out for Cookies
There are a number of options available to opt-out for cookies. You can set your browser to either block all cookies; to only allow “trusted” sites to set them, or to accept cookies only from the websites that you are currently on. If you choose to block all cookies, you may experience problems accessing certain areas of this website.

You can find out more about cookies at and the site will give you guidance on how to control and delete unwanted cookies you have already accepted.

If you would like to opt out of certain third party cookies on this website please follow the links below:


We would love to hear from you! To provide us with feedback please click here and complete the feedback form.