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i-sense EPSRC IRC Website General Privacy Notice

Version 1.0 30/04/2018

EPSRC IRC in Early-Warning Sensing Systems for Infectious Diseases (i-sense) is an Interdisciplinary Research Collaboration funded by the Engineering and Physical Research Council (EPSRC). i-sense aims to build a new generation of digital sensing systems to identify and prevent outbreaks of infectious disease and antimicrobial resistance, much earlier than ever before. To learn more about our research, please visit www.i-sense.org.uk or contact us via the details provided.

i-sense EPSRC IRC is committed to protecting your privacy, keeping your data safe and ensuring we handle your personal information fairly and lawfully. This statement describes how we collect and use personal information via our website and social channels. The terms of this statement may change, so please check it from time to time - you can see the date it was last changed above.

What is a Privacy Notice?

A privacy notice is a statement that describes how i-sense EPSRC IRC collects, uses, retains and discloses personal information. Personal information is any information that can be used to identify a living individual, directly or indirectly. In order to offer and provide you with the services on our website, we may collect, use, store and transfer different kinds of personal data about you.

Please see the section ‘What personal information do we collect?’ for a description of the personal information we may hold about you.

The law says that personal information should be processed fairly:

  • Information is used in a way that people would reasonably expect; and
  • People know how their information will be used by us.

This means we are required to inform you of the following:

  • Why we need your data;
  • How it will be used;
  • With whom it will be shared; and
  • Your rights to control how we use your information.

Current data protection laws cover the lawful processing of personal information.  Please see the University’s Data Protection Policy for further details.

i-sense and UCL

UCL is the ‘Data Controller’[1] under the UK data protection legislation. Its registered address is:

UCL
Gower Street
London, WC1E 6BT

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
www.ico.org.uk

i-sense is a large research program funded by the EPSRC and led by UCL, in collaboration with Imperial College London, Newcastle University, University of Surrey, London School of Hygiene and Tropical Medicine, and Public Health England. i-sense is registered at:

Level 3.P2
London Centre for Nanotechnology
17 – 19 Gordon St
Bloomsbury, London
WC1H 0AH

How to contact us?

If you have any questions about how your personal information is used, then please contact us at isense@ucl.ac.uk or call on +44 (0) 2076799920.

If you have any concerns about data protection, please contact Lee Shailer, UCL’s Data Protection Officer on data-protection@ucl.ac.uk

What personal information do we collect and what do we use it for?

There are two main parties i-sense may obtain personal information about; internal parties (i-sense Core and affiliated members, and collaborators and partners) and external parties (the general public).

The types of personal information we may collect and use for the purposes set out below if you are an internal i-sense core or affiliated member include:

  • Personal details (such as your name, contact details and email address) that you provide to us;
  • Photos, videos, voice recordings (where permission is provided verbally or in writing);
  • Presentations, research papers, key performance indicators (as provided by members);
  • Responses to voluntary surveys.

We will use your data to:

  • create content for i-sense channels, publications, engagement, and media;
  • provide you with a log in to the i-sense website;
  • send you information about activities we believe are most relevant to you;
  • keep a record of your relationship with the project;
  • understand how audiences are interacting with our channels;
  • understand how we can improve our services or information;
  • submit information to reporting portals such as Researchfish and Royal Society.

For users of our website, we will also collect personal information about website usage through cookies. Please see below for more information on our Cookies Policy.

Photos and videos of external members may also be used on our website at times when permission has been received from either the individuals in the photos or when permission is granted to us by an appropriate source.

If you are part of the i-sense network, then you will be contacted about setting up an i-sense user login for our website. We will ask you to provide a photo and biography to include on this page. This information is given at your own discretion and your profile will require information such as your name and contact details. You may log into your Drupal account to change your information, including your password, at any time. If you forget your login details, please contact us on the information provided in the contact section.

Your email address will be kept on file and be used to contact you about information relating to the project, including:

  • events, workshops and education days;
  • surveys;
  • external conferences, talks and events we believe would be of interest to you;
  • our reports and updated documents;
  • any significant news or changes that we believe would be relevant or of interest to you;
  • to discuss any opportunities we believe would be relevant to you (e.g. collaborations).

If you wish to opt out of these emails, please either respond to the email or contact us.

Where do we collect your information from?

For internal members, we collect information in the following ways:

  1. i-sense user accounts
    We create user accounts on our website for all i-sense members. Information from these accounts, including name, email and telephone are provided by each user voluntarily to the Communications Officer. i-sense members are included on a communication list for future communications to the group. On occasion, someone you know, for example a work colleague, may give us your name and contact details as someone who is likely to have joined, support, or have an interest in i-sense. We will contact you first before including you on any of our communications lists.
     
  2. Surveys
    Occasionally, we will send out surveys to people who have attended events or workshops, or who are on our mailing list. These surveys are conducted through Survey Monkey and responses are anonymised. Participation in these surveys is completely voluntary.

For more information, please visit Survey Monkey’s privacy policy.

For internal and external users we collect information as you use our website. Like most websites, we may use ‘cookies’ to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields. There are more details in our cookies policy.

The main way we use cookies is through Google Analytics. Google Analytics is a third party data processor that helps to monitor web traffic. This data is anonymised and we cannot identify individuals. You can find out more about Google Analytics here. We also use Twitter Analytics and Facebook Audience Insights in a similar way. Please refer to each of their privacy policies for more information.  

Who will we share your personal information with?

The categories of organisations we may share your personal information collected through these platforms with may include:

  • employers and other educational providers;
  • collaborators, partners, and funders;
  • staff and students of core collaborators and partners;
  • external organisations processing information on behalf of i-sense under contract.

How do we keep your data safe and who has access to it?

We put in place appropriate measures to ensure that the personal information disclosed to us is kept safe and kept only for as long as is necessary. All data is stored on secure servers within the collaborating universities or institutions, and access is provided to relevant members only. We may occasionally share your information with collaborators and partners, when required.

We may need to disclose your details if required to the police, regulatory bodies or legal advisors. We will only ever share your data in other circumstances if we have your explicit and informed consent.

We never sell or swap any of your personal information.

Your personal information will not be transferred outside of the European Economic Area (EEA) unless that country or territory has an adequate level of protection for your rights and freedoms in relation to the processing of your personal information.

Accessing your personal information

You can contact us using the contact details provided in this privacy notice to find out what personal information we hold about you and how it is used, subject to certain exemptions.

We are not obliged to comply with your request for erasure or fulfil your rights to your personal information in all circumstances. For example, where research requires the processing of your personal information for carrying out a task in the public interest, it may be exempt from your objections to processing. If we decide to continue using your personal information, then we will tell you why. 

Amending or correcting inaccurate personal information

If your personal information held by us are in any way inaccurate or incomplete, then you may contact us on the information provided to correct the information.

As mentioned above, where content is incorrect on your i-sense profile, you are able to log in and update information at any time.

Right to erasure of your personal information

You can request the i-sense EPSRC IRC to erase your personal information if:

  • The processing of your personal information is no longer necessary in relation to the purposes for which they were collected or otherwise used;
  • The processing of your personal information is based on your consent, then you have the right to withdraw consent at any time but we will only erase the data if we have no other legal ground to hold it;
  • You have a legitimate objection to the way your personal information is being used;
  • The personal information has been used in an unlawful way; or
  • It is necessary to erase your personal information to comply with a legal obligation.

Restricting processing of your personal information

You may request i-sense EPSRC IRC to stop processing your personal information if:

  • You believe the information to be inaccurate and only for such period of time during which we verify the accuracy of your personal information;
  • The processing is unlawful and you oppose the erasure of your personal information and request that it is suspended instead;
  • Processing your personal information is no longer necessary for the purposes for which they were collected but the personal information is needed by you for the establishment, defence or exercise of legal rights; or
  • You have a legitimate objection to the way your personal information is being used and we are verifying whether our grounds for your use of the personal information override your objection.

Right of data portability

You have the right to obtain your personal information in a structured, commonly used and machine-readable format and for it to be transferred to another organisation, where it is technically feasible. This right only applies where the use of your personal information is based on consent or as part of a contract.

Objecting to the processing of your personal information

You have the right to object to the use of your personal information in certain circumstances. For example, where you have grounds relating to your particular situation and we use your personal information for our legitimate interests or for research purposes.            

Complaints

If you have any complaints about how we use your personal information, then please contact us. You can also lodge a complaint with the Information Commissioner’s Office.

Changes to our Privacy Policy

i-sense is committed to protecting your privacy, keeping your data safe and ensuring we handle your personal information fairly and lawfully. The statement above describes how we collect and use personal information. The terms of this statement may change, so please check it from time to time - you can see the date it was last changed above. If there are any significant changes to our Privacy Policy, we will include a notice at the top of the Privacy Policy page on our website and contact those affect, where possible.


[1] The organisation that determines the purposes for which and the manner in which any personal data are, or are to be, processed.