The ELIXIR-UK Node (we or us) is committed to protecting and respecting your privacy.
This policy (together with our terms of use and any other documents referred to in it) sets out the basis on which we will process any personal data we collect from you or provide to us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 (the Act), the data controller is the Earlham Institute (‘EI’), based at Norwich Research Park, Colney, Norwich, NR4 7UZ.
This privacy notice explains how we collect, store and use any personal information we obtain from our web forms in accordance with the General Data Protection Regulation (GDPR).
Communications
This privacy notice explains how we collect, store and use any personal information we obtain from our web forms in accordance with the General Data Protection Regulation (GDPR).
What information do we collect about you?
We may collect and process the following data about you:
- Information that you provide by filling in forms on our site. This includes information provided by subscribing to any services we may offer, posting material, making enquiries, registering for an event or requesting further services. We may also ask you for information when you report a problem with our site
- If you contact us, we may keep a record of that correspondence
- If you consent, we will display your member profile on our site and review the information with you every five years.
- Information you provide us in order to make a claim for travel and accommodation or enable us to book travel and accommodation directly for you.
- Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access
- Information about your computer, including your IP address, operating system, and browser type, is needed for system administration. This is statistical data about our users’ browsing actions and patterns and does not identify any individual.
- For the same reason, we may obtain information about your general internet usage by using a cookie file stored on your computer’s hard drive or by using JavaScript code.
- Cookies contain information that is transferred to your computer’s hard drive. Cookies and Javascript settings can be disabled by adjusting the settings on your browser. This may limit access to certain areas of our website.
Our lawful basis for processing your information
We process your personal data under the following legal bases:
- Consent: with your consent, we process your data in accordance with the permissions you have granted for the above collection and processing of data.Legitimate
- Interest: this processing is necessary for our legitimate interest in conducting ELIXIR’s work and for maintaining communications.
How we use your information
We use information held about you in the following ways:
- To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes
- To ensure that content from our site is presented most effectively for you and for your computer
- To allow you to participate in interactive features of our service when you choose to do so
- To notify you about changes to our site
- To process, pay or book any application for travel and accommodation.
Cookies help us to improve our site and deliver a better, more personalised service. This information obtained enables us:
- To estimate our audience size and usage pattern.
- To store information about your preferences, and so allow us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.
- This information is currently collected using Google Analytics. You may wish to visit Google’s Privacy Center.
How do we store and share your information?
Your information is mainly stored in secure electronic systems on secure servers. Subscription information is held on our subscriber and newsletter platform, MailerLite, Google Groups; while event registration is stored in Zoom or ClickUp with restricted access.
Security of your information
We are committed to keeping your personal information safe and secure. Your personal information is created, stored and transmitted securely in a variety of electronic formats. Access to your personal information is limited to Key Roles within the ELIXIR-UK Node, the Management Committee.
Please note that, although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Accessing, correcting or deleting your information
We want to make sure that your personal information is accurate and up to date. Upon subscription, you will receive an email link that will enable you to update your settings or unsubscribe from our mailing list at any time. You have the right to request a copy of the information we hold about you, to request a correction and to request that your personal data be deleted from our mailing lists, website and other platforms.
You have a range of other rights under the GDPR. If you would like more information, please see the Information Commissioner’s Office website: https://ico.org.uk/ (see “For the public”).
Disposal of your data
You can unsubscribe from our mailing list at any time through your unique link. Upon unsubscribing, your information will be automatically removed from the mailing list. We will undertake an annual review of the mailing list to ensure that the information held is accurate, relevant and not outdated. Any data not meeting these standards will be deleted from our mailing list. Alternatively, you can request disposal of your data at any time by emailing us.
Event registration information is immediately anonymised after the event takes place unless you have informed us you want to continue receiving further information in the future.
Every 5 years we will contact you if your member profile is displayed on our website to ensure your details are correct. I f you no longer wish to have your details visible, they will be removed and deleted. You may also request to delete your details at any time by emailing us.
Details you provide for the purposes of making a travel or accommodation claim/booking will be retained for a period of 6 years for business records and tax auditing purposes.
Who can I contact?
If you have any questions about how your personal information is used or wish to exercise any of your rights, you can contact us at any time by emailing us.
Compliance with data protection legislation
For the ELIXIR UK Node, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, Earlham Institute, contact: [email protected].
This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.
ELIXIR-UK Fellowship
This privacy notice explains how ELIXIR-UK collects, stores, and uses personal information provided in applications to any of our Fellowship programmes via online registration systems, submitted application forms and/or and CVs, in accordance with the General Data Protection Regulation (GDPR).
What information do we collect about you?
We will collect all information in your submission, application and/or video application (when required). This may include sensitive and non-sensitive data about you.
- Non-sensitive data, such as your name, work address, and email address, are collected so that we can contact you appropriately to process your application.
- Sensitive data, such as your gender and ethnicity, are collected for equality, diversity and inclusivity reporting as required by our funder.
When you give us your agreement, we will hold your information for future participation in fellowship programmes. For selected Fellows, we will hold your information for up to five years after the application process finishes.
Our lawful basis for processing your information
We process your personal data under the following legal bases:
- Contract: we collect application information you submit under the lawful basis of contractual necessity as this data is necessary to consider your application.
- Legal: we are required to process certain information to comply with legal requirements such as equal opportunities monitoring.
- Consent: where you consent we process special category data, such as health related data and ethnicity in order to make reasonable adjustments and for collecting diversity data as part of equal opportunities monitoring.
How we use your information
We collect, store and process personal data to assess your suitability for the Fellowship Programme.
How we store and share your information
Your information is mainly stored electronically in internal electronic folders maintained on our own servers. Your application will be temporarily shared with an external selection panel to assess your suitability. Reviewers do not retain copies of applications or CVs containing sensitive information beyond the review period, at which point the sensitive data is anonymised in accordance with our timelines above. Sensitive data (EDI reporting) may be shared with our funder in anonymous form.
Security of your information
We are committed to keeping your personal information safe and secure. As indicated above, your personal information is created, stored, and transmitted securely in various electronic formats. Access to your personal information is limited to staff who have a legitimate interest in it to carry out their contractual duties.
Accessing, correcting or deleting your information
We want to make sure that your personal information is accurate and up to date. You have the right to request a copy of the information we hold about you, to request a correction and to request your personal information is deleted. In some cases, we may not be able to agree to your request, however, if this is the case, we will tell you the reason and your right to complain to the Information Commissioner if you are unhappy with our decision. You have a range of other rights under the GDPR. If you would like more information, please see the Information Commissioner’s Office website: https://ico.org.uk/ (see “For the public”)
Retaining and disposal of your data
We retain all information we collect during the application processes until one month after the applicant has participated if unsuccessful and five years if successful. At this point, sensitive data is anonymised and stored separately. Any original applications with sensitive data are deleted.
We may ask to keep in contact with you, in order to continue benefiting from your affiliation as a Fellow. If you agree, your data will be treated as that of an ELIXIR-UK member for communication purposes.
Who can I contact?
If you have any questions about how your personal information is used or wish to exercise any of your rights, you can contact us at any time by emailing us.
Compliance with data protection legislation
For the ELIXIR UK Node, the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, Earlham Institute, contact: [email protected].
This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.