Grant and Pre-trial Activities Survey

UKCRC CTU Trial Management Operations Group

Grant and Pre-trial Activities Survey

PRIVACY NOTICE

How we use your personal data for research purposes

1. When does the information on this webpage apply to me?

The information on this webpage is relevant to you if you agreed to give information to a survey being hosted by researchers at the University of Oxford on behalf of the UKCRC CTU Trial Management Operations Group.

The information you provide on behalf of a UKCRC registered CTU and your units grant and pre-trial activities will be held at the University of Oxford.

2. Who will use my personal information?

Your personal data (name of CTU) will be only used by the University of Oxford, including its relevant departments and research units, and any other organisations who are involved in carrying out this survey together with the University of Oxford. These may include other universities.  

It is possible that in the future, we may share minimally identifiable data with other academic or commercial organisations we collaborate with to carry out further related research (where this is in the public interest or necessary for the purposes of another organisation’s legitimate research interests). We will always make sure that any such sharing for further research is done in compliance with data protection laws, and under terms that protect your privacy and the confidentiality of your data. 

We may also disclose your personal data to our third party service providers or subcontractors in connection with any of the research activities described above. Activities that may be carried out by third-party service providers include IT services and survey provision services. All our third-party service providers are required to take appropriate security measures to protect your personal data in line with our policies. We do not allow our third-party service provides to use your personal data for their own purposes, but rather to only process your personal data for specified purposes and in accordance with our instructions. 

Your personal data may be transferred to, and stored at, a destination outside the European Economic Area, in accordance with the law. For example, this may happen where we use IT systems which are hosted outside the EEA. We will make sure that identifiable data is removed whenever possible and that any data transfer is done securely. If any foreign country to which data is transferred does not have equivalent data protection standards to those required in the UK, appropriate safeguards will be adopted to protect and maintain the confidentiality of your data (including using standard data protection clauses adopted by the European Commission, where relevant). If you require any information about these safeguards, you may contact us (see data protection officer email address below).  
the University’s Data Protection Officer.  

3. What is the purpose and legal basis of the processing?

In general terms, we use your personal data to carry out academic and/or translational research in the public interest. This is known as our legal basis for processing personal data under data protection law. 

Your personal data may also be used for further research beyond the initial study where this is in the public interest or where necessary for the purposes of another organisation’s legitimate interests in such research, provided that your interests and fundamental rights do not override those interests. This will be done in accordance with the law and by sharing and using minimal personally identifiable information – fully anonymising it whenever possible. We will only use any personally identifiable data to the extent necessary to achieve such research purposes.

Please note that your consent to use your personal data (which we rarely request) is separate from your ethical consent to participate in a particular research survey. You are not legally or contractually obliged to supply us with your personal information for research purposes.

4. How long is my personal information kept?

If we collected your personal information directly from you, we will hold this for a maximum period of 2 years whilst we process and report the survey. 

As outlined in section 3 above, we may also retain your personal data for further research for which a legal basis exists, and this will always be done in accordance with data protection laws.

5. What are my rights?

You have certain rights with respect to your personal data. These include being able to request access to it, correction of any mistakes in it, deletion of it, restriction of its use, as well as being able to object to any processing of it (i.e. any use of it), or request that it be transferred elsewhere. 

However, depending on the circumstances, we may have grounds for not complying with your request, for example, where we consider that deleting your information would seriously harm the research or where we need to process your data for the performance of a task in the public interest. 

6. Who can I contact about the use of my data?

If you have any questions about how your data will be used in the study, please contact Vicki Barber vicki.barber@ndorms.ox.ac.uk who is leading the survey from the University of Oxford.

If you would like to exercise any of your rights mentioned above or if, for any reason, you are not happy with the way that we have handled your data, please contact the University’s Information Compliance Team. The same address can be used to contact the University’s Data Protection Officer.  

If you are still not happy, you have the right to make a complaint to the Information Commission’s Office.

21Feb2025: This Privacy Notice is effective as of 21Feb2025. Please note that this Privacy Notice may be subject to updates when necessary.