Data protection and privacy
Who we are
The Research Design Service SE (RDS SE) is funded by the National Institute for Health and Care Research (NIHR) to provide research design advice to health and social care researchers 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 EU General Data Protection Regulations which came into effect on 25th May 2018.
How we use your information – support requests
When you complete a ‘request for support form’ on our website, 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 organisation and information about your research project. This personally identifiable information is stored securely by the RDS SE on a database managed by Webfuel 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 partners from the NIHR such as the CRN or CTU 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 and Care 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.
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.
How we use your information – mailing lists
If you have agreed to join our mailing list, we will send you our monthly e-bulletin, annual newsletter and occasional information about local RDS SE events.
From time to time the RDS will ask you, anonymously, to evaluate the service that you have received, whether it is project support or, for example, event attendance. The feedback we receive is used to improve our service and quotes may be used as feedback to our funders. Collated data will be kept until one year after the end of successive RDS contracts, individual data will be kept for one year.
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 Anya Lux and she can be contacted at the above email address.
Should you have any complaint about the way that RDS SE processes your personal information you can make a compliant 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.
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