Alumni email - terms and privacy policy

General information

Alumni email accounts are only available to graduates and retired staff of the University of York.

Access to the services may be suspended or removed if you do not comply with the terms of use.  

For the purpose of this document the term ‘we’ and ‘us’ refer  to the University of York.

Contact details:


Tel: 01904 324467

Support policy for Google Apps for Education

For information and help on using your alumni email account, please go to

Support available via YorkSpace is restricted to the authentication of accounts and any failure on this part will be investigated by YorkSpace. Failures with Google provided components will be reported to Google support where relevant.

For all other Google Apps, YorkSpace support will be limited to helping users find documentation provided by Google and relevant information in the Google Help Center:

Privacy and data protection

Google's privacy settings

Google's new privacy settings, which became live on 1 March 2012, allow the sharing of user data between Google services. Within the managed Google Apps service this sharing of data between, for example, your Mail account and your Calendar, helps to provide useful functionality.

Google will not link the data from your account to other Google accounts you may have, but it will link data within the account across the various services offered (eg from mail to calendar etc).

Google Apps legal information

Does the University pass personal data to Google? If so, what?

Yes, personal data required to enable Google to provide you with the Google Apps service is passed to Google. Your personal data is passed to Google only once you have accepted the terms and conditions of the service.

The actual data we pass to Google is only your name.  The privacy policy for Google Apps provides further details about what personal information may be recorded by Google and how it is used.

Where is information I save in Google Apps stored?

Any information you save in Google Apps is stored by Google on Google's servers. Google complies with the US Department of Commerce's Safe Harbor framework and holds' Safe Harbor certification. Google has undertaken to retain this certification and to comply with the Safe Harbor principles of notice, choice, onward transfer, access, security and data integrity, and enforcement issued by the US Department of Commerce or a comparable framework for cross-border data transfer agreed with the European Union.

Under the terms of the contract Google may store and process your data in the United States or any other country in which Google maintains facilities. The University has confirmed with the Information Commissioner that such data transfers are acceptable within the terms of the Data Protection Act (1998).

What can Google do with the data I store in the Google Apps service?

The University and Google have a contract that defines what Google may do with any data you store within the Google Apps service.

Intellectual Property: You retain all rights over any intellectual property you store in Google Apps. Equally, Google retains all intellectual property rights it holds in its provision and delivery of the service.

Personal Data: Google may scan and index data you store in Google Apps for limited purposes in relation to providing you with this service. This may include personal data. The limited purposes set out in the contract are:

  • To enable you to search for information stored in your account.
  • To enable Google to perform spam filtering, virus protection and similar security tasks.
  • To allow Google to respond to requests for assistance by you in relation to the provision of this service.
  • To allow Google to meet its legal obligations (but not including any contractual agreements with third parties).
  • To otherwise enable Google to provide you with the Google Apps service.
  • To comply with legal requests

Google have made a statement about their commitment to security and privacy on Google Apps for Education:

Can the University access my data?

The University also has access to the data. We will only do this to comply with a valid legal request or where we need to investigate misuse.

Acceptable Use Policy

This service may be used for any legal purpose, subject to the following conditions.  The service may not be used for:

  • the creation or transmission of any offensive, obscene or indecent images, data or other material, or any data capable of being resolved into obscene or indecent images or material;
  • the creation or transmission of material which is designed or likely to cause annoyance, inconvenience or needless anxiety;
  • the creation or transmission of defamatory material;
  • the transmission of material such that this infringes the copyright and intellectual property rights of another person;
  • the unauthorised transmission of unsolicited commercial or advertising material either to other User Organisations, or to organisations connected to other networks;
  • deliberate activities with any of the following characteristics:
    • wasting staff effort
    • corrupting or destroying other users' data;
    • violating the privacy of other users;
    • disrupting the work of other users;
  • the creation or transmission of any material which could bring the University into disrepute;

This agreement and the terms of use are governed by English law (notwithstanding any other jurisdiction where a user may be based).  The courts of England shall have exclusive jurisdiction to settle any dispute which may arise out of, under, or in connection with these terms of use and for those purposes you irrevocably submit all disputes to the jurisdiction of the English courts.   The place of performance shall be England.  

If you violate the letter or spirit of this statement this will will be considered a serious matter to the extent that such non-observance by any user will lead to suspension or termination of your account.

If you do not comply with these terms and we do not take action immediately, this doesn’t mean that we are giving up any rights that we may have (such as taking action in the future).

You are bound by Google terms of service