The University Court of the University of Edinburgh acting in its capacity as The Data Lab (The Data Lab) is administering the PhD Work Placements Scheme (the Scheme). The Scheme will pair PhD students from Scottish Universities with eligible organisations to carry out a project for the organisation, relevant to the student’s PhD research area and interest. The costs of the student’s time will be paid for by The Data Lab directly to the Student.

These terms and conditions (the T’s and C’s) apply to all organisations who agree to provide a placement as part of this Scheme (the Host Organisation).

1. Definitions

1.1. The following words and phrases shall have the following meanings in these T’s and C’s:

Placement: the secondment of the Student by The Data Lab to the Host Organisation on the terms of these T’s and C’s.

Project: the data science work to be carried out by the Student during the Placement, the details of which shall be as set out in the project form submitted by the Host Organisation.

Placement Period: Up to 10 working days (max 70 hours), being the period which the Placement shall last.

Student: means the University of Edinburgh PhD student which the Host Organisation has agreed to provide a placement to for the purpose of undertaking the Project.

2.  The Placement

2.1. The Student shall be engaged by the University of Edinburgh and shall be seconded to the Host Organisation for the Placement, subject to these T’s and C’s, for the purposes of assisting the Host Organisation to carry out the Project.

2.2. The Placement shall encompass 70 hours (10 days) of working on the Project. The Placement start and end date shall be as agreed with The Data Lab. The end date must be within 8 weeks of the start date.

2.3. All technology and data resources for the Project must be sourced and accessible from the first day of the commencement of the Project.

2.4. The Student should not be assigned work which does not relate to the Project during the Placement Period.

2.5. The Host Organisation shall appoint a supervisor (the Supervisor) to supervise the Student and act as the main point of contact for The Data Lab and the Student throughout the Placement Period. The Supervisor shall provide support to the Student to enable the Student to carry out the Project.

3. Reporting

3.1. The Data Lab may share information in relation to the Host Organisation’s participation in the Scheme and the Host Organisation agrees to provide all information and assistance as reasonably required by The Data Lab for the purposes of The Data Lab supporting the Student, assessing the success of the Scheme, promoting the Scheme, or as required for reporting to its funders, this shall include but is not limited to, the provision of a case study in relation to the Project.

3.2. Any concerns in relation to the Student’s performance must be raised, in writing, with The Data Lab (

4. Compliance

4.1. The Host Organisation shall comply with all applicable rules and regulations in relation to its engagement with the Student and the Project.

4.2. During the Placement, the Host Organisation shall fulfil all duties relating to the Student’s health, safety and welfare as if it was their employer.

4.3. The parties acknowledge and agree that each party acts as an individual data controller in respect of their processing of the Student’s personal data. The Host Organisation shall comply with all applicable data protection laws in processing the Student’s personal data.

5. Confidentiality

5.1. If the Host Organisation requires a confidentiality undertaking from the Student, a letter of confidentiality shall be provided.

6. Liability

6.1. The Data Lab does not provide any warranty or guarantee in respect of the quality or accuracy of the Student’s work or in relation to the Student being able to undertake or complete the Project.

6.2. Other than to the extent expressly set out in this Agreement, The Data Lab accepts no liability, financial or otherwise, for expenditure or liabilities arising out of, or as a result of, the Host Organisation’s engagement with the Student, except to the extent that responsibility for such liabilities cannot lawfully be excluded.

6.3. The Data Lab shall not be responsible for any costs, claims or liabilities arising as a result of any act or omission of the Host Organisation and the Host Organisation hereby indemnifies The Data Lab against any costs, claims or liabilities suffered or incurred by The Data Lab as a result of any action, claim or complaint brought by the Student or a third party against The Data Lab arising out of or in connection with the acts and omissions of the Host Organisation.

6.4. The Host Organisation shall maintain in full force with a reputable insurance company for the Placement Duration adequate insurance cover for any loss, injury and damage caused by its engagement with the Student.

7. General

7.1. No addition, amendment, modification or waiver of any term of these T’s and C’s shall be effective unless it is in writing and signed by each of the Parties.

7.2. These T’s and C’s shall be governed by and construed in accordance with the laws of Scotland. The Parties agree that any dispute arising under these T’s and C’s or in connection with it will be decided in the Scottish Courts which will have exclusive jurisdiction in any such matter.

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