The OASIS Service is hosted by the Archaeology Data Service (ADS) on behalf of the following agencies:
This Privacy Policy covers the information ADS collects about you when you use the OASIS Service. The OASIS service is defined as the information collected within the OASIS Service, and your use of the Service.
For the purposes of OASIS, all of these agencies are classificed as separate controllers of any personal data involved.
This policy uses "we" or "us" to refer to the Archaeology Data Service, as providers of the OASIS service, and distinct to the separate controllers. Use of personal data by individual controllers is outlined below.
The ADS collects information about you when you input it into the OASIS Service through creating or editing a form. This information is limited to your name and organisation.
ADS also collects information about you when you provide it directly to us through an email to Helpdesk.
Until 05/01/2026 OASIS collected information about you when you registered for an account within the OASIS Service itself. This included modifying your profile. This information was:
From 06/01/2026 user account details collected from the ADS User Management Application (UMA). This information is:
ADS uses UMA for account integration across Services: This allows you to sign in using a single set of credentials across multiple ADS hosted services and applications. This includes the OASIS Service.
The UMA Service is covered by a separate Privacy Policy.
OASIS uses cookies to provide functionality within our services and to recognize 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.
As a UK service specific, any personal information OASIS collects about you adheres to the DPA (Data Protection Act) 2018 and UK GDPR (General Data Protection Regulation). This means we collect and use your information only where:
Below are the specific purposes for which we use the information we collect about you.
OASIS uses the personal information that you provide to OASIS to; authenticate you when you log in to the service, for issuing licences for your reports, and to operate and maintain the OASIS Service relevant to your account. Personal information required to provide our Services is retained into perpetuity for the purposes of account and/or archive management, unless requested otherwise.
OASIS uses the personal information you have provide to the OASIS to communicate with you about our Services via email, including sending you automatic notifications, security alerts, and administrative messages related to OASIS Services. Personal information is retained into perpetuity for the purposes of account and/or archive management, unless requested otherwise.
ADS uses your information to resolve technical issues you encounter, to respond to your requests for assistance, and to repair and improve the Services. Personal details provided as part of general customer support enquiries will be kept in line with the ADS Privacy Policy.
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.
OASIS 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 the OASIS Services or publish survey responses for a specific purpose with your permission.
Personal information, limited to name, email address and organisation, provided to the OASIS service may be shared with our joint data controllers for this service and are subject to their individual privacy policies; Historic Environment Scotland (Privacy Notice), Historic England (Privacy Policy), The Royal Commission on the Ancient and Historical Monuments of Wales (Privacy Policy), and Jersey Heritage (Privacy Policy). All personal information shared with these organisations will be protected under their individual Privacy Policies. Please follow the links provided to find out more about these Policies. Personal information, limited to name and professional organisation may also be shared with the relevant Historic Environment Record responsible for reviewing the OASIS record.
Personal information, limited to name and organisation of the party undertaking work, may also be shared with the Historic Environment Record and Museum/Archive responsible for reviewing the OASIS record. All personal information shared with these organisations will be protected under their individual Privacy Policies
OASIS does not share personal data with any third-party organisation in any other instance than those stated above.
OASIS 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.
OASIS is hosted by the, ADS who use the University of York IT 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 have their own Security Procedures to ensure the safety of data deposited with us.
UMA allows you to access and update all your information by accessing your user profile information from your account.
UMA allows you to request your UMA accounts removal within the application. Please be aware that by removing your UMA account you may not delete your information for the OASIS Service; your information (name and organisation at the time) may remain visible to other OASIS users based on your past participation, and we may need to retain certain information for archival record keeping purposes, to complete transactions or to comply with our legal obligations.
To delete any information not deletable from the UMA contact oasis@ads.ac.uk. Please note, however, that we may need to retain certain information for archival and record keeping purposes, to complete transactions or to comply with our legal obligations.
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 a UMA account or OASIS record contains 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. If you object to information about you being shared with a third-party app, please disable the app.
You may opt out of receiving some communications by updating your email preferences within the OASIS Service’s user account area. You can also opt out of all communications from us by contacting us at oasis@ads.ac.uk.
Please note, however, that you will still continue to receive transactional messages from us regarding provision of our Services, such as emails related to account management.
OASIS keeps 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.
If you have any questions you can contact the ADS at:
Email: oasis@ads.ac.uk
Telephone: +44 (0)1904 323954
Archaeology Data Service
Department of Archaeology
University of York
The King's Manor
Exhibition Square
York, YO1 7EP