Sensitive & Copyrighted Materials: Think Twice
Researchers must carefully consider dissemination activities (scholarly publishing, sharing research data or code, conference presentations) which involve sensitive and third-party copyrighted materials.
Data Protection, Copyright, Intellectual Property (IP) Ownership, and Research Security have significant implications for research dissemination activities like academic publishing, sharing data or code, and presenting at conferences.
Researchers at the University (including Postgraduate Researchers) have a responsibility to consider whether their research information is sensitive or subject to third-party copyright and take the necessary steps to ensure materials and information can be shared responsibly.
When publishing your research, you may need permission to include:
- People’s personal data such as names, addresses, or other identifiable information.
- ‘Third-party materials’ which were created by someone else and are subject to copyright, eg figures, images, datasets, etc.
- Commercially sensitive information, eg relating to a sponsor’s intellectual property.
- Sensitive material subject to export control, national security, or other relevant legislation.
In the UK, the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 controls how personal information (‘Personal Data’) is used and protected. Releasing identifiable Personal Data without appropriate consent is not allowed.
Read our guidance on Dealing with Sensitive Data for information on managing and sharing your research data and our guidance on Personal Data & Scholarly publications if your research involves Personal Data and you intend to publish about your research data or outcomes.
Copyright is an intellectual property (IP) right which affords protection for original creative, scholarly, and artistic works. The copyright holder controls who can reuse the copyrighted material and how. Reproducing someone else’s copyrighted material without permission is not allowed.
Read our guidance for researchers on Third-party copyrighted materials for more information on clearing (obtaining) reuse permissions, using open access and public domain materials, and any copyright exceptions.
Certain project results, research information, and other materials may be commercially sensitive. It may be necessary to obtain intellectual property protection before publicly sharing any material.
The intellectual property rights may belong to the University or belong to a third party, like a research sponsor. You must respect confidentiality obligations, discuss and agree what can be published and how contributions (namely authorship) will be recognised.
Contact the Research Commercialisation team if you have further questions around commercial opportunities, or contact Research & Innovation Services to discuss publication opportunities which will not conflict with existing confidentiality obligations or commercially sensitive IP belonging to a research sponsor or collaborator.
Research Security is an umbrella term for activities which protect the integrity of our research, data, and expertise and prevent it from being accessed and misused by hostile state and non-state actors. It encompasses compliance with the Trusted Research and Innovation principles and Export Control, National Security and Investment, and other relevant legislation.
The Research Compliance Team have a Sharepoint site (Bristol log-in required) with detailed guidance and resources. You should also read our guidance on Disseminating (Sharing) your research securely if you will publish scholarly articles, share your research data or software, or present your research at a conference.