Using third party tools and software for your University work

 

If you are planning on using third party tools and software for your University work, we'd encourage you to read the following guidance and make an informed decision, or whether software that you already have access to as a student will be suitable for your work instead.

 

Consider using existing University software and tools

Third-party tools may not meet University requirements and there may be existing University software and online tools available without having to use any third-party tools. 

If you cannot use University supported or approved software and tools 

If you have confirmed you cannot use an existing approved tool or service, you must conduct some due diligence checks and activities to ensure legal compliance before using another third-party tool.  

 
 
 
 
 

 

 
 
 
 
 
 

 

 
 

Lifecycle and support

  • Some third-party tools may grant free access but this might expire after a time or will not provide full access to key functionality.
  • Some services require you to enter payment details before use, then charge you automatically after the trial period has expired - unless you cancel first.
  • You may be responsible for ensuring any third-party tool or service that is not managed or supplied by your IT support is kept up to date.
  • If the tool or service stops working, is no longer supported, or is removed (potentially without warning), this will impact your work.

Terms and conditions

Third party services, whether paid-for or free, are subject to contractual terms and conditions, which are normally not negotiable. Please take care with things like intellectual property and personal data. 

In accordance with the University’s procurement policy, the terms and conditions of a third party service should be reviewed by the University's Contract team.

Data protection and privacy

If you are creating any work that includes personal data, yours or your fellow students, please consider the collection of personal and other data and how it will be used, including:

  • privacy notices (states how individuals' data will be used)
  • data sharing with third parties (to ensure compliance with data protection legislation)
  • Data Protection Impact Assessment (DPIA) (this may be required)

Contact the Data Protection & Freedom of Information Office for more advice on personal data and data sharing.

Digital accessibility

When thinking about creating work or content, it's really important that you think about digital accessibility requirements. This is especially relevant if you're looking to create something as part of a group or that will be more widely shared amongt your student cohort or society. 

Does the tool/service have an accessibility statement and does it comply with current legislation so that everyone can use it?

If you do not know if the tool or service meets the Digital Accessibility Regulations, ask the service provider if their product meets the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018. You can also ask if the service is WCAG 2.1 AA compliant.

Accounts and security

If you are using your University email address when setting up an account with any third party tools or software, you must use a different (and strong) password to the one you use to log in to University systems.