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Community Codex Privacy Notice

Purpose of this Notice

This Notice explains how the University, through the International Medieval Congress (IMC) team, will collect and use your personal data. Throughout this Notice, “University” “we”, “our” and “us” refers to the University of Leeds. “you” and “your” refers to submitters for the 2027 Community Codex Project.

The University of Leeds is the controller of the personal information you provide through the Community Codex submission form. We shall process your personal data in accordance with the UK General Data Protection Regulations (or GDPR for short). This Notice complies with requirements under GDPR (2018).

We will not use your personal data in any manner that is incompatible with the purpose for which the data were collected originally, unless we have obtained your consent to that additional use.

Anything you are not clear about

If there is anything you are unclear about, please contact [email protected] with the subject line ‘Data Protection’ or our Data Protection Officer who shall be happy to answer any queries you may have concerning this Notice or the way in which we process your personal data.

The Data Protection Officer’s contact details are provided at the end of this Notice.

What we collect, why, and our legal basis

  • Your submission, if selected, and name will be published in the Community Codex - both in the printed book and the online version - as a credit for your submission. The legal basis for this processing is the University's legitimate interest in crediting contributors for their published work. Please note that once the printed edition has been produced, it will not be possible to remove your name from physical copies already in circulation. 
  • Your email address will be used to contact you about your submission and the progress of the project. It will not appear in the publication. The legal basis for this processing is the University’s legitimate interest in administering the project. 

Who else may access your information

Anachronalia is engaged by the IMC as a production partner for this project. Anachronalia may access your name, email address and your submission solely for production purposes, under a data processing agreement with the University of Leeds.

How long we keep your information 

Your email address will be retained for the duration of the project. Your name and submission will remain in the published book and online publication as a permanent record of the project.

Your rights as a data subject

Under data protection law you have the right to:

  • Access the personal data we hold about you
  • Have inaccurate data corrected
  • Request erasure of your data (subject to the limitation on printed copies noted above)
  • Restrict or object to our processing of your data
  • Receive a copy of your data in a portable format
  • Object to our processing of your data on grounds relating to your particular situation

Please see https://ico.org.uk for further information on the above rights. To exercise any of these rights, or if you have any queries about how your data is processed, please contact the IMC at [email protected] or contact the Data Protection Officer for further information.

You have a right to complain to the Information Commissioner’s Office about the way in which we process your personal data. Please see https://ico.org.uk.