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 & Flexible Bursaries
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.
- Information that you provide by completing an application for our ELIXIR-UK Flexible Bursaries Scheme.
- 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, administering bursaries and maintaining communications. We collect information about your career stage, gender, disability, and ethnic origin as part of our equality monitoring procedures.
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 administer our ELIXIR-UK Flexible Bursaries Scheme
- 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.
- As part of our equality monitoring procedures.
Cookies help us to improve our site and deliver a better, more personalised service. This information 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.
Special category data collected as part of our equality monitoring procedures is used to provide anonymised data and reports to ensure we maintain and promote equality of opportunity across our funding application and award processes.
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. If 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: dpa@earlham.ac.uk.
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: dpa@earlham.ac.uk.
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.
PeerLadder
This privacy notice explains how ELIXIR-UK collects, stores, and uses personal information provided in applications to the DisCouRSE peer-mentoring programme (PeerLadder) via submitted application forms and/or CVs, in accordance with the General Data Protection Regulation (GDPR).
For the purpose of the Data Protection Act 2018 (the Act), the data controller is EI, based at Norwich Research Park, Colney, Norwich, NR4 7UZ.
What information do we collect about you?
We will collect all information in your submission and application. This may include sensitive and non-sensitive data about you.
- Non-sensitive data, such as your name, work address, and email address, is collected so that we can contact you appropriately to process your application.
- Sensitive data, such as your gender and ethnicity, is collected in order to determine your eligibility for the programme, as it is only open to underrepresented digital Research Technical Professionals (dRTPs) across UK research-performing organisations.
If you are selected, we will retain your information for future participation in this programme. For selected applicants, we will retain your information for up to 5 years after the application process concludes.
Our lawful basis for processing your information
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the Information Commissioner’s Office website. We process your personal data under the following legal bases:
Article 6 — Lawful Basis for Personal Data
- Legitimate Interests (Article 6(1)(f)):
We process the information you provide because it is necessary to assess your eligibility for this positive‑action fellowship and to deliver the programme.
Article 9 — Lawful Basis for Special Category Data (EDI data)
- Substantial Public Interest (Article 9(2)(g)) + DPA 2018 Schedule 1, Paragraph 8 — Equality of Opportunity:
We process special‑category EDI data (such as ethnicity, disability, sexual orientation or similar characteristics) because it is necessary to confirm eligibility for this programme and to promote equality of opportunity by ensuring the fellowship is offered fairly to individuals from underrepresented groups. This processing is carried out with appropriate safeguards as required by data protection law.
Your Rights
The lawful basis we rely on may affect your data protection rights, which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
Your right of access – You have the right to request copies of your personal information. You can request other information, such as details about where we obtain personal information and who we share it with. There are some exemptions, which means you may not receive all the information you ask for. You can read more about this right on the Information Commissioner’s Office (ICO) website.
Your right to rectification – You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right on the ICO website.
Your right to erasure – You have the right to ask us to delete your personal information. You can read more about this right on the ICO website.
Your right to restriction of processing – You have the right to ask us to limit how we can use your personal information. You can read more about this right on the ICO website.
Your right to object to processing – You have the right to object to the processing of your personal data. You can read more about this right on the ICO website.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right on the ICO website.
Your right to withdraw consent – If we use consent as our lawful basis, you have the right to withdraw your consent at any time. You can read more about this right on the ICO website.
Please note that some rights may not apply in all situations. If we cannot comply with your request, we will explain why and inform you of your right to complain to the Information Commissioner’s Office if you are not satisfied with our response.
For more information about your rights, visit the ICO’s website: https://ico.org.uk/for-the-public
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the bottom of this privacy notice.
How we use your information
We collect, store and process personal data to assess your suitability for the DisCouRSE Fellowship Programme.
How we store and share your information
Your information is primarily stored electronically in internal folders maintained on our 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) will only 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 and need 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 that 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 process until one month after the applicant has been appointed, if unsuccessful, and for 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 you to keep in contact with us 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: dpa@earlham.ac.uk.
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.
