User Terms and Conditions
The following paragraphs specify the basis on which you may use the Je-S
System. Please ensure that you understand these terms and
conditions. You must agree to abide by these before proceeding further.
“The system” – the Je-S System, including the associated hardware,
software, databases and Web pages.
“The Councils”, “we”, “us”, “our”, “ourselves”
– AHRC, BBSRC, EPSRC, ESRC, MRC, NERC, STFC and other funding
organisations using the Je-S system.
“User”, “you”, “your”, “yourself” – an individual who uses the system.
“Service” – the service provided by the Councils through the Je-S System.
“Document” - any form and accompanying attachments that require an
official submission route from the RO and/or user to the Councils.
1.2 What do these terms and conditions cover?
These terms and conditions tell you what constitutes legal use of the system.
You must follow all our instructions on the use of the system.
The Laws of England and Wales govern these terms and conditions. The terms and
conditions reflect what is acceptable to the Councils on the one hand, and the
research and related communities within which the Councils operate on the
1.3 Changes to these terms and conditions
We reserve the right to change these terms and conditions.
Where possible, we will give you reasonable notice of changes and the date they
take effect. The first time you log into the system, on or after this date, you
will be presented with the new terms and conditions. Following such
notification your continued use of the system will be taken as acceptance of
the revised terms and conditions.
1.4 System modification
Where reasonably possible we will give you advanced notice of significant
changes to the system. We reserve the right to change, suspend or discontinue
any or all parts of the system at any time without incurring any liability from
2. Use of System
You must only view and use those parts of the system to which you have been
given access. We reserve the right to stop your access to the system (or parts
of it) without notice or liability.
Only the research and related communities and the Councils may use the
system. Commercial and/or non-research related use is prohibited. If you
make such unauthorised use we may deny you access to the system.
We may also seek to invoke other relevant organisational, civil or criminal
You must not upload, distribute or publish on the system any material that:
is pornographic in content (unless it is a legitimate part of a lawful research
is part of criminal or terrorist activities (studies of such activities for
lawful research purposes are permissible);
promotes or encourages racism or intolerance;
is defamatory, offensive or abusive;
may bring the Councils into disrepute; or
is known to be infected with a virus, worm, Trojan horse, trap-door program or
3.1 Maintenance of data
We will maintain records held on the system in accordance with the record
retention policy published in the Je-S Framework v1.2. Submitted
Documents will be used for the legitimate purposes as set out in the Councils'
You are responsible for maintaining your personal data, including contact
details, on the system. You may not be able to update all your personal data
yourself. You should notify the Je-S Helpdesk if data which you cannot update
yourself is incorrect or out of date. We will then consider how best to update
the data. In some instances, in order for Councils to carry out core business,
your contact data may be amended by Council staff. You will be notified of such
3.2 Data Protection Act
The Councils comply with the requirements of the Data Protection Act 1998 and are
committed to upholding the data protection principles. All personal data
collected via the Je-S system will be used in accordance with our
notifications. The Councils, and other approved funding organisations*,
use personal data submitted by system users for purposes associated with the
application and award processes for grants, fellowships and studentships.
Personal data may be used in relation to:
- the registration of your proposal;
- resolve any queries which you may raise with the Je-S Helpdesk;
- the operation of grants processing and management information
- the acquisition of UK and/or international peer reviewer comments on proposals and reports;
- the preparation of material for use by referees, peer reviewers, and peer
- your review of proposals and reports (if you are a reviewer);
- your response to peer reviewer comments (if you are an applicant);
- payments made to your Higher Education Institution or Independent Research
- statistical analysis in relation to the evaluation of research and the study of
- invite you to participate in surveys about the level of services provided by the Je-S
Helpdesk and/or Je-S System;
- Research Council policy and strategy studies.
By agreeing to these terms and conditions, and by accessing the system, you have
explicitly consented to your personal data being processed by us in this way
and stored on the system and on our associated internal systems. To
maintain public accountability, the Councils may publish or disclose into the
public domain details of funded grants or fellowships. Disclosable information includes:
- the title of your award;
- your name;
- the institution at which you are studying or working;
- the dates associated with your award;
- the type of award;
- the funding provided to the institution;
- a description of your subject or study or research (e.g. project summary/abstract, and
Impact Summary information).
If you have any queries with regard to the processing of your personal data,
please contact the relevant council:
0207 395 2283
0207 611 2233
0300 321 4357
*these are listed here:
The following information contained in documents submitted through to the Je-S system for funded research proposals may routinely be made publicly available, either pro-actively or on request, to applicants or the public:
- name of the host research organisation;
- details of applicants (title, forenames, initials, surname, research organisation and department);
- name(s) of project partner organisations;
- project title;
- technical and non-technical abstracts of the proposal; and
- value and duration of proposal and any subsequent grant.
Research Councils may choose to disclose further information within legislation.
For us to meet the requirements of Freedom of Information legislation we may use these and other data to provide information on Council activities. This may be in response to enquiries from various sources, including the general public.
3.4 Confidentiality of your application
We each acknowledge the importance of keeping all details in your submission confidential.
This is necessary to encourage the submission of innovative proposals from the scientific community
and to encourage frank reviewer comment. Accordingly, you and the Research Councils undertake to each
other to keep confidential all information in relation to the submission, including:
- the fact that an application has been made;
- name of the host research organisation;
- details of applicants (title, forenames, initials, surname, ORCID identifier, research organisation and department);
- name(s) of project partner organisations;
- project title; and
- technical and non-technical abstracts of the proposal, including all details of the science project and training programmes
- peer review information
Confidential information is not released other than as required for operational purposes and within the peer review process, unless there is an overriding public interest.
This obligation of confidentiality will not apply in the following circumstances:
- where your application is approved and funded. In such situations, paragraph 3.3 will apply so that the Councils can disclose those details;
- when the Councils are required to disclose details by law (including under the Freedom of Information Act 2000) or by any regulatory body to whose rule the Councils are subject;
- where disclosure is required as part of the legitimate purposes of the Councils as set out in their Charters;
- where the information is already in the public domain or gets into the public domain through no fault of ours. In this respect, when details of the science contained in your proposal become generally available, the Councils’ obligation of confidentiality ends;
- where the information was provided to us by any third party who had a lawful right to disclose it to us and who did not require us to hold it in confidence; and
- where the information was already rightfully in our possession and not confidential at the time of its receipt or is referred to above as to be made publicly available.
The Councils may disclose all and any information under 3.3 above to each other,
to employees of the Councils, or to referees and committee members involved in assessing proposals.
The Councils undertake to make such employees, referees and committee members aware of the
confidentiality of the information described in 3.3 above.
Services provided by the Je-S System website involves placing small amounts of information on your device,
for example, computer or mobile phone. These include small files known as cookies.
They cannot be used to identify you personally. The cookies:
- recognise that you have already given a username and password so you don't need to do it for every web page requested
- recognise if you have already selected to use the High Contrast version of Je-S so that you do not have to reselect the option every time you visit the Je-S System.
To be able to use the Je-S System you will need to set your browser settings to enable cookies.
The cookies used by the Je-S System are:
||This cookie is a 'session identifier', which allows the site to recognise your movement around the site as being from one computer.
||When you close your browser
||This cookie allows the site to recognise that you previously selected the High Contrast version of Je-S.
||After one month
||This is a secure cookie used by the Je-S website to maintain a link to the Je-S session state.
||When you close your browser
4.1 Your account
You will own a personal identifier (PID), username and password in order to access
the system. You can choose your own username and password provided it meets our
minimum requirements. We have built in appropriately high standards of security
to protect your interests as well as ours.
- You can request that your user account is terminated by notifying the Je-S Helpdesk (E-mail: JeSHelp@rcuk.ac.uk Phone: +44 (0) 1793 44 4164).
4.2 Your obligations
When using the system you must observe high levels of security to protect the
personal details and safety of all users.
You must ensure that:
you do not share your password with anybody or otherwise make the system
available to them;
you do not use the username and password of another user;
the use of 128-bit encryption technology is legally approved in the country
from which you are connecting;
you do not use the system to propagate any virus, worm, Trojan horse, trap-door
program or any malicious code (deliberate distribution or creation of computer
viruses is an offence under the Computer Misuse Act 1990);
you do not invade the rights of privacy or other personal or property rights,
or infringe the copyright or trademark or other rights of any person or
that no actual or potential security breaches occur as a result of your action;
all security breaches are reported promptly to the Je-S Helpdesk.
If these security provisions are breached, we may decide to stop your access to
the system. In such circumstances we reserve the right to deny you further
access to any new Council-related activities. You may also be subject to civil
or criminal action.
5.1 Users of the system
You must, if asked by us, provide any evidence you possess that may be relevant
to any claim brought against us (collectively or individually) associated with
the use of the system.
You use the data from the system at your own risk.
Subject to the Unfair Contract Terms Act 1977, you shall not, as a result of
using the system, have any claim against us or hold us liable for the results
of your actions based on these terms and conditions, or from the consequences
of the following:
your failure to comply with any of these terms and conditions;
your failure to maintain your personal data on the system;
your failure to notify us of incorrect or out of date personal data that you
are unable to update yourself;
any unlawful disclosures or interference with any of the system’s
any alleged or actual breach of these terms and conditions by any third party
to whom, in breach of these terms and conditions, you made this system
available (e.g. by disclosure of your password); or
your alleged or actual breaching of copyright, trade mark rights or any other
intellectual property rights (or similar rights anywhere in the world)
belonging to any other person.
5.2 The Councils
We have taken due care in the development and implementation of the system.
Subject to the Unfair Contract Terms Act 1977, we disclaim all explicit or
implicit warranties regarding satisfactory quality or fitness for a particular
We do not guarantee:
the availability of the system;
the integrity of the data in the system; or
that the service will be uninterrupted or error-free.
The system and any associated e-mails and documents are believed to be free
from viruses but it is your responsibility to carry out all necessary virus
checks and we accept no liability in this connection.
We accept no liability for any loss that may arise from:
your use of the data from the system;
your use or inability to use the system;
loss, corruption or unavailability of data;
our failure to provide support services associated with the system; or
your use of certain hypertext links in the system which lead to Web sites that
are not under our control.
If any provisions of these disclaimers and exclusions are unlawful, void or for
any reason unenforceable, then that provision shall be regarded as separated
from these terms and conditions, but shall not affect the validity and
enforceability of the remaining provisions.
With the exception of Documents created by users, we own the copyright of the
material contained in the system. This includes but is not limited to:
audio and visual elements;
the database design and reference data; and
the structure and design of the system.
You must not reproduce, distribute, transmit modify, adapt, display (including
adaptations/displays such as by "framing") the contents, of all or any part,
the system without our prior written permission, with the exception of using
the system through the normal means provided by the Councils.
We own the software on which the system is built. You must not reverse
engineer, decompile, or disassemble the system’s software unless applicable law
allows you to do so.