BioFAIR (We or Us) are committed to protecting and respecting your privacy
This policy sets out the basis on which we will process any personal data we collect from you or you provide to us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
For the purpose of the Data Protection Act 1998 (the Act), the data controller is the Earlham Institute (‘EI’), based at Norwich Research Park, Colney, Norwich, NR4 7UZ. This privacy notice explains how we collect, store and use any personal information we obtain throughout the course of the BioFAIR project, in accordance with the General Data Protection Regulation (GDPR).
What information do we collect about you?
We may collect and process the following data about you:
- Information that you provide by filling in forms on our site Information that you provide by filling in forms on our site Information that you provide by filling in forms on our website https://biofair.uk. We may also ask you for information when you report a problem with our site.
- If you contact Us, We may keep a record of that correspondence
- Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.
- Information about your computer, including your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.
- For the same reason, We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer, or by using JavaScript code.
- Cookies contain information that is transferred to your computer’s hard drive. Cookies and Javascript settings can be disabled through adjusting the setting on your browser. This may limit access to certain areas of our website.
- All information in your submissions or applications to become a member of one of our panels or advisory groups including non-sensitive personal information (such as your name, e-mail address etc, together with details of your skills, qualifications and experience relevant to the role you are applying for) and sensitive information (such as your age, gender, disability, ethnic origin, religion, belief or lack of religion/belief and sexual orientation) as part of our equality monitoring procedures.
- All information in your submissions or applications for BioFAIR funded bids including name, job title, email address, research profile and full economic salary costs for purposes of costing and pricing a research proposal. Data is provided directly by you when submitting a funded Call bid.
How we use your information
We use information held about you in the following ways:
- To provide you with information that you request from Us either directly or signing up to our mailing list.
- To ensure that content from our site is presented in the most effective manner for you and for your computer.
- To notify you about changes to our site.
- To make requested travel and accommodation bookings for you.
Cookies help us to improve our site and deliver a better, more personalised service. This information obtained enables us:
- To estimate our audience size and usage pattern.
- To store information about your preferences, and so allow Us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.
This information is currently collected using Google Analytics. You may wish to visit Google’s Privacy Center.
When you submit an application/bid for one of the BioFAIR funded Calls:
- We collect, store and process personal data to assess your suitability for the Call.
When you submit an application to become a member of one of the BioFAIR panels or advisory groups:
- We collect, store and process personal data to assess your suitability for the membership position.
How do We store and share your information?
For the BioFAIR website and mailing list, your information is mainly stored in secure electronic systems on secure servers. Mailing list subscription information is held on our subscriber and newsletter platform, MailerLite.
For bid applications/submissions or applications for membership of one of the BioFAIR panels or advisory groups, your information is mainly stored electronically in internal restricted access electronic folders maintained on our own servers. Your application will be temporarily shared with an external selection panel to assess your suitability. Reviewers do not retain copies of applications or CVs containing sensitive information beyond the review period, at which point the sensitive data is anonymised in accordance with our timelines below. Sensitive data (EDI reporting) may be shared with our funder in anonymous form.
Security of your information
We are committed to keeping your personal information safe and secure. As indicated above, your personal information is created, stored, and transmitted securely in various electronic formats. Access to your personal information is limited to staff who have a legitimate interest in it to carry out their contractual duties.
Accessing, correcting or deleting your information
We want to make sure that your personal information is accurate and up to date. You have the right to request a copy of the information we hold about you, to request a correction and to request that your personal data be deleted. You have a range of other rights under the GDPR. If you would like more information, please see the Information Commissioner’s Office website: https://ico.org.uk/ (see “For the public”)
Retaining and disposing of your Information?
You can unsubscribe from our mailing list at any time through your unique link. Upon unsubscribing, your information will be automatically removed from the mailing list. We will undertake an annual review of the mailing list to ensure that the information held is accurate, relevant and not outdated. Any data not meeting these standards will be deleted from our mailing list. Alternatively, you can request disposal of your data at any time by emailing us.
Details you provide for the purpose of making a travel or accommodation claim/booking will be retained for a period of 10 years for business records and tax auditing purposes.
Within 6 months of the conclusion of a BioFAIR panel or advisory group exercise, applications/data of unsuccessful applicants will be deleted or fully anonymised in order to retain EDI data to demonstrate fair recruitment and for EDI stats reporting as required by our funder. For successful applicants who become members, your data will be deleted or fully anonymised in order to retain EDI data to demonstrate fair recruitment and for EDI stats reporting as required by our funder within 6 months of your departure from the panel or advisory group. Records of expenses payments made to any recruited members will be kept and deleted after 10 years for business records and tax auditing purposes.
Within 6 months of the conclusion of the funding bid Calls, applications/data of unsuccessful applicants will be deleted or fully anonymised in order to retain EDI data to demonstrate fair recruitment and for EDI stats reporting as required by our funder. For successful applicants who become partners, their data will be retained for the duration of the grant and thereafter 10 years after completion for compliance, tax and auditing purposes.
Who can I contact?
If you have any questions about how your personal information is used or wish to exercise any of your rights, you can contact us at any time by emailing us.
Compliance with data protection legislation
For BioFAIR the person with responsibility for advising on compliance with data protection legislation is Sarah Cossey, Earlham Institute, contact: [email protected].
This notice will be reviewed on a regular basis and may be amended and updated at any time. We may also notify you in other ways from time to time about the processing of your personal information.