Privacy Policy

The Software Sustainability privacy policy outlines the way this website ( processes, stores and protects user data and information.

Lock joining two wires

Information about you: how we use it and with whom we share it

The information you provide will be used by the Software Sustainability Institute (a collaborative project between the University of Edinburgh, the University of Manchester, the University of Oxford and the University of Southampton) to:

  • enable us to supply you with the services and information which you have requested
  • ensure that content from the website is presented in the most effective manner for you and for your devices
  • analyse the information we collect so that we can administer, support and improve and develop the website
  • provide you with information, products or services that you request from us or which we feel may interest you, unless you have indicated otherwise
  • notify you about changes to our service

The Institute uses external companies to process information about you on the Institute’s behalf. We use Eventbrite to manage registrations, fee processing and notifications; Mailchimp for email communication; and Google Forms or LimeSurvey for surveys. We use Google Analytics to provide insight into how our users use our website. Our website is hosted on Amazon Lightsail.

The Institute, through its constituent University partners, remains responsible for the information and will ensure it is kept securely.

Legal basis: consent

The Institute principally uses your information under the legal basis of consent.

When you enter your information in a form, we specify the purpose and future use of this information. By submitting information to a form, you consent for your details to be used according to the purposes stated within each form.

An example of this would be a request to be added to a mailing list (which will be used to send you newsletters and information). As this information is provided on the basis of consent, you are free to withdraw your consent for such use of your information at any time.

We also collect some personal information (like the address of your computer) through the use of website cookies.

Legal basis: contract

The University of Edinburgh may process your information under the legal basis of contract, whereby the processing is necessary for a contract you have with us, or because you have asked us to take specific steps before entering into a contract.

Application forms typically fall into this category wherein you supply your information because you wish to access a particular service or enrol on a programme.

Retention of personal data

The length of time for which we hold your data is dependent on the purpose for which the information was supplied.

Information supplied for an event registration is used to provide you with information about the specific event you signed up for. It is retained after the event has passed for statistical purposes. We do not forward this information to third parties unless explicitly stated and it's not used to contact you about additional events. If you choose to cancel your event registration, you will not be contacted again.

Information supplied to support an application (for example to our Fellowship Programme or the Open Call) will be retained during the application process until a decision has been reached.

Details supplied for the purposes of registering your interest or subscribing to a newsletter will be retained until you choose to unsubscribe from the notifications or newsletter.


The Software Sustainability Institute uses cookies to improve service, enable the use of third-party services, and serve interest-based advertising on third-party websites.

The following is a list of cookies we use:

Google Analytics

We use Google Analytics to provide insight into how our users use our website.

More information on how Google Analytics cookies work can be found in the Performance Cookies section on the main University of Edinburgh website.

You may opt-out of Google Analytics tracking by installing the Google Analytics Opt-out Browser Add-on

Third-party cookies

Interest-based advertising

The Software Sustainability Institute and third-party advertising companies use interest-based advertising. This involves sharing browser behaviour data with trusted partners.

If you do not want your browsing behaviour to be used in this way, you may use one of the following advertising industry opt-out tools:


DoubleClick is a remarketing pixel that collects personally identifiable information about you to serve you relevant, more targeted advertisements when you are browsing the internet.

Additional cookies and services

The Software Sustainability Institute also uses additional tools such as YouTube, Twitter, and Vimeo which may place cookies in your browser. For more information on these cookies and how they are used, please see the University of Edinburgh's information on third-party cookies.

How to block cookies

You can restrict or block cookies which are set during your use of the website by changing your browser’s settings. Some pages may not work if you completely disable cookies, but many third party cookies can be safely blocked.

Check the information in your browser’s help section for specific instructions on how to manage cookies. Alternatively, websites such as “All About Cookies” provide comprehensive guidance.

Privacy policy changes

The Institute reserves the right to update its privacy policy periodically. We, therefore, encourage visitors to frequently check this page for any changes to the privacy policy. Your continued use of this site after any change in this privacy policy will constitute your acceptance of such changes.

If you have any questions, please contact Neil Chue Hong at

If you have opted-in for one of our mailing lists, please read our Marketing and Communications Privacy Policy.

The Software Sustainability Institute’s Privacy Policy is also supported by the University of Edinburgh's wider privacy policies and guidelines. The following pages contain information about mandatory data sharing, transfer outside the European Economic Area (EEA) and information on how to contact the University's Data Protection Officer.

View the University of Edinburgh privacy statement

Version 1.2, published 3 October 2019