Privacy Policy

Privacy Policy

This privacy policy was last updated in February 2020.


The DEBS website is hosted by the Archaeology Data Service (ADS), and by visiting this website you are an ADS user. As an ADS user your privacy is important to us and we are committed to being transparent about how we use your personal information and how we keep it safe. This Privacy Policy is intended to help you understand:

This Privacy Policy covers the information we collect about you when you use the DEBS website (unless a different Policy is displayed). The ADS refers to the Archaeology Data Service, of the University of York. DEBS is the Discovering England's Burial Spaces project, funded by Historic England and based at the University of York and ADS. Other services provided by the ADS as part of the DEBS project (e.g. online data entry tools, digital archiving) have their own privacy statements, which can be accessed via their respective webpages. They are based on this policy.

What is Personal Information?

Personal Information is information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

What personal information we collect about you

Information you provide to us:

We collect information about you when you input it into our Services or otherwise provide it directly to us, for example by email to enquire about setting up a graveyard survey or when you contact us about archiving graveyard data.

Information we collect automatically when you use our Services:

We use cookies to provide functionality within our services and to recognise you across different Services and devices. For more information, please see our Cookie Policy, which includes information on how to control or opt out of these cookies.

We use a third party service, Motomo Web Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the website, where visitors have come to the website from and the pages they visited. This information is only processed in a way which does not identify individuals. We do not make, and do not allow Motomo to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website we will make this clear when we collect personal information and we will explain what we intend to do with it.

How we use the personal information we collect about you

We only collect and processes information about you where we have a legal basis for doing so under the UK Data Protection Act 2018. How we use the information we collect depends, in part, on why you have provided personal data to us and any preferences you have communicated to us. Below are the specific purposes for which we use the information we collect about you.

To communicate with you

We use the personal information you have provided to communicate with you about our Services via email. Personal details provided as part of general customer support enquiries will be kept for no longer than 24 months before deletion unless requested otherwise. Any personal information provided to us in advance of archiving data with us is retained into perpetuity for the purposes of data archive management, unless requested otherwise.

To protect our legitimate business interests and legal rights

Where required by law or where we believe it is necessary to protect our legal rights, interests and the interests of others, we may use information about you in connection with legal claims, compliance, regulatory, and audit functions.

With your consent:

We may use information about you where you have given us consent to do so for a specific purpose not listed above. For example, we may publish testimonials to promote our Services or publish survey responses for a specific purpose with your permission.

How we share the personal information we collect about you

We do not share personal data with an third party organisation.

Links to Third Party Sites:

However, our Services may include links that direct you to other websites or services whose privacy practices may differ from ours. If you submit information to any of those third party sites, your information is governed by their privacy policies, not this one. We encourage you to carefully read the Privacy Policy of any website you visit.This includes the ADS privacy policy when depositing data or using the Burial Ground Database.

How the ADS stores and secures your personal information

The ADS is hosted by the University of York and uses its services to help maintain the security and performance of the ADS Services. Find out more about the University of York's Information Security Policy. The ADS also has its own Security Overview.

How to control your personal information held by us

You have the right to request a copy of your information, to object to our use of your information (including for marketing purposes), to request the deletion or restriction of your information, or to request your information in a structured, electronic format.

Delete your information:

To delete any information contact Please note, however, that we may need to retain certain information for record keeping purposes, to complete transactions or to comply with our legal obligations.

Request that we stop using your information:

In some cases, you may ask us to stop accessing, storing, using and otherwise processing your information where you believe we don't have the appropriate rights to do so. For example, if you believe we have used your personal data without your permission, you can request that we delete your personal information as provided in this policy. When you make such requests, we may need time to investigate and facilitate your request. If there is a delay or dispute as to whether we have the right to continue using your information, we will restrict any further use of your information until the request is honored or the dispute is resolved. Where you gave us consent to use your information for a limited purpose, you can contact us to withdraw that consent, but this will not affect any processing that has already taken place at the time.

Changes to this Privacy Policy

We keep this Privacy Policy under regular review and it may change from time to time. We will indicate any changes and clearly state the date of last update to this Privacy Policy on this page. Any significant changes will be prominently indicated on our homepages, and account login screens.

Contact us

If you have any questions you can contact the ADS at:


Telephone: +44 (0)1904 323954

Archaeology Data Service

Department of Archaeology

University of York

The King's Manor

Exhibition Square

York, YO1 7EP

The ADS is part of the University of York. You can contact the University of York's Data Protection Officer at:


Telephone: +44 (0)1904 323869

Borthwick Institute for Archives

University of York



YO10 5DD