Data updates for British Academy award-holders

Why am I being asked to confirm my details?

The British Academy introduced a new CRM system for managing our contacts and interactions in 2025. As part of this upgrade, we are synchronising our award-holder data with our grant management system, FlexiGrant®, to assure accurate records, resolve duplicate accounts and maintain smooth communications.

Do I need to do anything?

Please complete the online form to provide your current or permanent contact details. Even if you have only one FlexiGrant® account with an up-to-date email address, please still complete the form to confirm your contact information. This will ensure we can continue to easily contact you, your award history stays accurate, and you can apply for future funding and opportunities at the Academy.

What happens if I do nothing?

If you don’t complete the form by the deadline stated in the email communication, we will update your contact details from the account associated with your most recent activity in FlexiGrant®. Your contact details and communication preferences will stay the same, and any duplicate accounts will be reviewed and handled in line with our data governance process. You will receive a confirmation once the migration is complete, and you will still have a 30‑day window to request changes if needed.

I’m no longer an award-holder. Is this still relevant to me?

Even if you are no longer an active award holder, we still recommend that you complete the form. Keeping your contact details up to date ensures that we maintain correct records within our systems. The migration will use the information currently held in FlexiGrant®. If you prefer not to have your information moved into the new CRM system, you may request an opt-out.

Is this mandatory?

You are not required to update your information, but it is strongly recommended. Confirming your details helps ensure that your award history remains accurate, that you continue to receive relevant communications, and that your FlexiGrant® login and contact record stay up to date. If you choose not to respond, your account will still be included in the migration using the information we currently hold.

Can I opt out?

If you do not wish your information moved into the Academy's CRM system, you can contact us to request an opt‑out. Your data will not be transferred to Salesforce (unless we have a necessity to retain it for a lawful purpose), and we will record your communication preferences accordingly. Please note that opting out may mean you do not receive certain updates from the Academy and may need to provide information manually if you apply for future funding or engage with the Academy again.

Will my login change?

Your FlexiGrant® login will remain the same unless you request a new (permanent) email address on the form. You will receive a confirmation email once this change has taken effect. If you have forgotten your password, please request a new password.

What if I have more than one FlexiGrant® account?

You may have more than one FlexiGrant® account set up under different institutional email addresses. We are asking you to elect a primary (permanent) email address so that we can ensure uninterrupted access to your FlexiGrant® account and ongoing communication from the British Academy about your grant and related activities. We will ask you to use the account associated with this selected email address in the future and will deactivate any other FlexiGrant® accounts associated with you for the time being.

What happens after I submit the form?

After you submit the form, we will process any changes on your account and ensure that the changes are reflected across your records during the next calendar month. You can request a change to the information provided in the form within 30 days by emailing us at [email protected].

What information will be shared from FlexiGrant®?

As part of our effort to have the most up-to-date information on our award-holders, we are syncing necessary data between our grant and contact management systems:

• About you: Name*, Email address*, Job title, Institution
• About your award: Award-holder name at application*, Award reference ID*, Status, Funding scheme, Funding scheme round*, Award date
• About your awarded research/fellowship: Start date, End date, Project title, Project description/Abstract, Subject area, Time period, Region

* Required

How will I know when the update is complete?

You will receive a confirmation email once your details have been logged and/or updated.

Who do I contact if my details are incorrect?

If something doesn’t look right in your FlexiGrant® account during or after this process, please contact us at [email protected].

What data does the British Academy keep about me?

The British Academy collects, uses and stores your personal data in compliance with UK data protection regulations. Personal data refers to any information relating to you through which you can be identified, such as your name and contact details, biographical information or information about your qualifications. We do this in order to process your funding application(s), manage your funding and communicate with you as a British Academy applicant and/or award-holder. Please read our full privacy policy to learn more.

How is my data being kept secure during the update?

Your data is protected under our data protection policies and procedures, with access to your personal data restricted to relevant British Academy staff.

How long is my data stored by the British Academy?

We retain personal data and a record of your interactions with the British Academy for up to 25 years in order to best communicate with you and enable longitudinal monitoring and evaluation. Please read our data retention policy to learn more.

How can I update my data?

You can update most of your profile details by logging into your FlexiGrant® account. To reset your password, please request a new password. If you need to make a change to your funding award, please contact the relevant team or submit a change request via FlexiGrant®.

We recommend that you use a permanent email address for your FlexiGrant® account and British Academy communications to ensure you don’t miss out on any notifications. Please contact us at [email protected] to change the primary email address on your FlexiGrant® account.

How can I find out more about the British Academy?

Please sign up to our newsletter to hear about our research, publications, funding calls and upcoming activities. Our website includes funding and policy updates as well as our exciting calendar of public events.

What funding is available for my next research project/career stage?

Check out our website for a list of open grant calls.