Data protection, privacy and cookie use

Who we are

The Research Design Service SE (RDS SE) is funded by the National Institute for Health Research (NIHR) to provide research design advice to health and social care research in the South East of England. Therefore the NIHR are the Data Controller for the data processed by RDS SE).

The RDS SE complies fully with the Data Protection Act 2018 and the EU General Data Protection Regulations which came into effect on 25th May 2018.

How we use your information

When you contact us we will ask you for your contact details, which include your name and a method of contact such as your email address, information about your organization and your role, as well as information about your research project. This personally identifiable information is stored securely by the RDS SE and is used to facilitate our advice provision. All information that you provide us with will be treated confidentially. Data may also be shared with key local partners from the NIHR such as the Clinical Research Network (KSS) or local Clinical Trial Units to enable to them to provide comprehensive support about your research project.

The data is also shared with the NIHR, who fund the RDS SE, for annual reporting purposes.

Our purpose for sharing data with the NIHR is for them to evaluate the management and delivery of the NIHR award. The information collected here about you and those supported through the NIHR award will allow us to evaluate the management and delivery of the NIHR award. You are responsible for informing the members of your research team that their information will be submitted to the NIHR for the purposes of evaluating the management of the award.

The Central Commissioning Facility (CCF) is part of the Department for Health and Social Care (DHSC) National Institute for Health Research (NIHR), and they are responsible for evaluating the RDS SE. The contracting agent for CCF is LGC. The DHSC is the data controller and LGC is the data processor under the General Data Protection Regulation (GDPR) EC 2016/679. The NIHR and its contracting agents respect the privacy of individuals who share their data and process it in a manner that meets the requirements of the GDPR. The data we collect here is collected in the public interest. Information provided here may be subject to Freedom of Information requests.

The NIHR privacy policy includes further information including ways we may use your data, NIHR contact details and details on your individual rights regarding how your data is used. The data submitted may be shared across the NIHR, including with other NIHR coordinating centres, to allow the establishment of a collaboration, provide funding opportunities and for statistical analysis.

If you have agreed to join our mailing list, which we manage via Mailchimp, we will send you our monthly e-bulletin, annual newsletter and occasional information about local RDS SE events.

RDS staff may also ask you for other details which may include, for example, your occupation and the organisation at which you are employed. These details will be used for various analyses of the service and in reports to other organisations.

You will be asked to let us know about outcomes of your research application(s). All publically funded projects, funding minutes and decisions are made publically available and all successful applications are made available via the Europe PubMed Central (Europe PMC). If we are unable to obtain an outcome from you then we will use publically available sources, such as Europe PMC or information gained from funders to determine an application’s outcome. We use this information to help improve our service and to help inform our advice in the future as well as to report how are service is performing to our funders, the NIHR.

Partners

We consider some of our key stakeholders to be ‘partners’ as we work closely with them and provide a free of charge service to them. They help to cascade relevant information to anyone within their organisations who may find it useful. Partner organisations are listed on our website: https://www.rds-se.nihr.ac.uk/rds-se-staff/who-we-work-with/

We send relevant information about events and funding streams to our partner organisations to promote and cascade, and they will do the same to us.

Your Rights

You are entitled to:

  • Request copies of personal information that we hold about you
  • Require inaccurate information to be corrected

In some circumstances, you may also:

  • Request that personal information is erased
  • That our processing of your information is restricted or that we cease to process your information

 

How to contact us

If you wish to contact us to ensure that your contact details are correct and up-to-date or to ask for your contact information to be removed from our records, please contact us.

RSD SE’s Data Protection Officer is Jordan Hall, Head of Data Protection at the University of Kent and he can be contacted via the above email address.

The Data Protection Officer for NIHR (the Data Controller) is George Menzies, who can be contacted by emailing data_protection@dh.gsi.gov.uk.

Should you have any complaint about the way that RDS SE processes your personal information you can make a complaint to the Information Commissioner by visiting: https://ico.org.uk/concerns or by writing to the Commissioner at:

The Information Commissioner, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

How long will we keep your data?

Whilst your proposal is ‘active’ within the Research Design Service process we will regularly check your contact details are up-to-date and maintain records of your most recent details in our secure database.

Your contact information and data in our database will be removed from our records one year after the end of the RDS SE contract period (currently 01/10/2023), unless the information relates to a financial transaction when we are obliged to retain it for up to seven years for auditing purposes.

This Data protection and Privacy statement is subject to review and development and any changes will be posted on our website. This will help ensure that you are always aware of what personal information we collect, how we use it, how long we will retain it and under what circumstance, if any, we share it with other parties.

Cookie use

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. Some of them are sent to other sites on the web that you visit, to find out more about the ones that we use, and why we use them, please keep reading.

Cookies set by our site

Google Analytics

Google Analytics sets cookies named _utma, _utmb, _utmc and _utmz. These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Very many websites will set these cookies. To provide website visitors more choice about how their data is collected by Google Analytics, Google have developed the Google Analytics Opt-out Browser Add-on. Installing the Add-on allows users to stop the browser sending information about their visit to Google Analytics. Further detail here.

 

Social Network Site Cookies

Facebook, Twitter, G+ etc. These are used for buttons such as like, tweet, bookmark etc. These are set by your social network upon login and are required to allow such services to interact with other websites. These cookies mean that the social sites will be able to tell that you visited our site.

Session cookies etc.

These cookies are used only for the functioning of the site – they are not sent to other sites.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org/.

IP address

When you visit our web pages we will collect your IP address for the purpose of both the prevention and detection of fraudulent access and misuse.