Who is undertaking this research project?
The University of Essex is registered as a data controller with the Information Commissioner’s Office (Registration Number: Z699129X).
The Data Protection Officer for the University of Essex is ;
What are the purpose(s) for which data are being processed within this research project?
What is the legal basis under which data is processed within this research project?
For further information, see: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/a-guide-to-lawful-basis/
Which sources of data are being used by this research project?
Applicants are invited to download and complete their application form and variable request form from the Understanding Society website then submit these applications forms to the Understanding Society Omics application database to begin the application request process. Supporting documentation such as the project team’s references or research history, or syntax files may be provided along with the application forms. The data to which this Privacy Notice applies are the contact details provided to the Understanding Society forms on that application form.
How is the data being collected within this research project?
The applicant is providing details of their proposed project and personal contact information for the project team within the application referenced in the previous section.
What categories of data will be obtained from these sources?
The project will obtain specific personal data from the applicant via the application form and when the applicant registers to deposit the application forms within the Understanding Society Omics application database. Personal data will allow the Genetics team to send emails and data to the applicant and are kept securely within the database. They are not made available to other researchers.
The following data will be obtained:
The applicant’s name and email address along with those on the project team are collected via the application forms and when registering to use the database. References and or research history for the project team may be supplied with the application.
Understanding Society Omics application database
Will my data be used by the research project?
The personal data collected in the application forms and database will be used solely to communicate with the applicant and may be used in aggregate or pseudonymised form to create and publish usage statistics. These data will not be used by the research project itself. However, if any new variables are derived or produced as a result of the applicant’s project using data obtained from Understanding Society, the applicant must agree to securely return a copy of the variables created and the documented syntax files, used to create them, within 3 months of the end of the application agreement. These may then be used to enhance the Understanding Society resource.
Can I opt-out of the use of my data by the research project?
No. Personal data collected is used to contact and supply the applicant with data for their project. Any new variables derived or produced as a result of the applicant’s project, using data obtained from Understanding Society, may then be used to enhance the Understanding Society resource according to the application agreement.
How will my privacy be protected?
Identifiable personal data such as names and email addresses are stored within the OMICS database on a secure server, with access limited only to those who require the information to process the application and maintain the integrity of the database – such as those who prepare the data for the application.
All data received at the University of Essex will be securely stored within an infrastructure that is certified to the Internationally agreed standard for Information Security (ISO27001:2013), and will be managed in accordance with the Data Sharing Agreements that govern the use of the data obtained from the different sources. Access to the data will be restricted to a small number of named and approved members of the research team.
What are my rights in relation to the data?
The General Data Protection Regulation provides the following rights for individuals in relation to their personal data:
The right to be informed
he right of access
The right of rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling
For further information, see: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/.
A summary of these rights and their applicability in respect of this project is provided in the table below.
| Right | Applies to this project? | Rationale |
| The right to be informed | Yes | Details regarding the project and its use of data are provided within this privacy notice. |
| The right of access | Yes | The applicant can access the information contained within the database and application forms provided by themselves during the application process. |
| The right to rectification | Yes | The applicant can edit the database and redeposit the information they supplied in the application forms. |
| The right to erasure | Yes | The applicant can delete the information within the database. |
| The right to restrict processing | Yes | The applicant can ask to alter their application request but must then resubmit the application for further review. |
| The right to data portability | Yes | The applicant has access to their personal details within the database and can edit, download and delete this information. |
| The right to object | Yes | The applicant may contact us to object to us using their personal data and to stop us processing their application. |
| Rights in relation to automated decision making and profiling | No | The project does not involve any automated decision making or individual profiling. |
Will my data be transferred to any organisations outside of the University of Essex?
No Data will be transferred outside of the University of Essex. Personal information will only be viewable to the applicant and the small administrative team supporting and processing the application.
How long will my data be retained by the research project?
Personal data will be retained by the research team to facilitate further data requests for the project and to facilitate the publication of reports. This information will be reviewed annually and retained for up to 5 years after the end of the Project.
What approvals have been obtained by the research project?
The research project has successfully obtained: Ethical approval from the University of Essex ethics committee to provide data to the applicant providing the application process has been successful and the terms of agreement, set out in the application, have been met.
What if I have further questions?
If you have any questions about the security of your personal details, please email iserdpq@essex.ac.uk
The University of Essex is the registered organisation for data protection purposes, and may be contacted at dpo@essex.ac.uk
Additionally, any queries or concerns regarding the processing of personal data can be made to the Information Commissioner’s Office (https://ico.org.uk).