Privacy Statement

Introduction

DIAMAP is a resource made available by EURADIA.  The DIAMAP resource is intended to help researchers and others to identify individuals and institutions working in diabetes research.  DIAMAP provides access to a range of information collected directly from researchers by way of a questionnaire.  DIAMAP is freely available to any user. 

EURADIA is an alliance of non-governmental organisations (NGOs) and healthcare companies working in the field of diabetes research. EURADIA is a registered charity in the UK. The NGOs include European academic and clinical researchers, healthcare professionals and patient groups. 

The current list of Member organisations can be found here

EURADIA provides a platform for all those undertaking research to work together to benefit the wellbeing of people with diabetes, through advocacy for increased funding and improved coordination of diabetes research in Europe. 

EURADIA is committed to protecting the privacy and security of your personal data.  Personal data is any information about a living individual that can be used to identify that individual.

This privacy statement is provided for the benefit of researchers who chose to complete and submit the DIAMAP questionnaire.  It describes how EURADIA uses the personal data provided in the questionnaire in accordance with the 2018 General Data Protection Regulation (GDPR) and related UK data protection legislation.

In this privacy statement, ‘we’ and ‘us’ means EURADIA, a charity registered in England and Wales under number 1154726, and as a company limited by guarantee under number 08608154. The registered office address is South Pallant House, 8 South Pallant, Chichester, West Sussex, PO19 1TH.  EURADIA’s contact address is below.

If you wish to raise any queries or concerns about this privacy statement, please contact EURADIA:

i)             By email at: secretariat@euradia.org

ii)            In writing to: EURADIA, Attn. Executive Director, 13 North Parade, Horsham, West Sussex, UK, RH12 2BT

Changes to this privacy statement

This privacy statement was published on [5 December 2018] and last updated on [5 December 2018].

We may change this privacy statement from time to time.  We suggest that you review this privacy statement from time to time to see if we have made any changes.  However, if we do change this privacy statement, we will inform you via any of these mechanisms: a popup notice appearing on the EURADIA and DIAMAP website and through our regular newsletter.

EURADIA as data controller

EURADIA is the data controller for the personal data that you provide to us via the DIAMAP questionnaire.  This means that EURADIA decides how to use the personal data that you submit and is responsible for looking after it in accordance with the terms of the UK’s data protection legislation.

As data controller, EURADIA’s legal basis for processing your personal data is that the processing is necessary in the legitimate interests of EURADIA:

• To relieve the needs or to improve the health of people affected by diabetes, by supporting and promoting research in Europe;
• To act as an advocate promoting diabetes research and diabetes researchers;
• To facilitate co-operation and collaboration in order to help to promote, foster and support diabetes research;
• In promoting, facilitating and delivering the DIAMAP Road Map project in which you are participating.

EURADIA will hold and process your personal data in compliance with the UK’s data protection legislation.

Use of personal data

EURADIA will ask you to submit the following information through the DIAMAP questionnaire:

• Title
• First name
• Last name
• Institution website
• Email address
• Telephone number
• Address (department, hospital/ university, postcode, city, country)
  • • Research activities: you will be asked to outline your research activities (a pull-down menu is supplied along with space to add detail)
    • Working on: you will be asked to outline your current research fields and areas of interest (a pull-down menu is supplied along with space to add detail)
    • Research techniques: you will be asked to outline your methods (a pull-down menu is supplied along with space to add detail)

Please note that, unless the DIAMAP questionnaire states otherwise, any information that you choose to submit via the DIAMAP questionnaire will be placed in the public domain.

EURADIA will use the personal data and other information submitted via the DIAMAP questionnaire to:

1. Populate the DIAMAP website to help to inform stakeholders about diabetes research;
2. Provide information regarding diabetes research to collaborating EURADIA member organisations.  If this happens, the collaborating member organisation must first submit a data request form to EURADIA.  This request is reviewed by the DIAMAP Committee and information is only provided where the DIAMAP Committee approves the request.
3. Help EURADIA to promote, publicise and facilitate diabetes research;
4. Help EURADIA to prepare reports and analysis of developments and trends in diabetes research;
5. Provide and improve DIAMAP mailing lists and events;
6. Help us to provide appropriate information the DIAMAP website;
7. Communicate with you through: our newsletters; mailing groups; to invite you to events; to speak at meetings and conferences and/or participate in expert groups and consultations; to submit material for publication and other forms of dissemination. You can opt out of these at any time;
8. Help EURADIA write and disseminate/publish articles using data derived from the DIAMAP website

Please note that as part of these processes and uses, your personal data may be shared with EURADIA’s member organisations. 

If you do not wish EURADIA to use your personal data in the ways outlined above, please do not complete or submit the DIAMAP questionnaire.  You will still be able to use the EURADIA and DIAMAP websites to find out about others but your own personal data will not appear.

Confidentiality and data sharing

As indicated in the DIAMAP questionnaire, certain elements of the information submitted via the questionnaire, including parts of your personal data, will be made publicly available to any user of the DIAMAP website. 

In addition, information may be shared with collaborating EURADIA member organisations where this has been approved by the DIAMAP advisory board.  The current list of EURADIA member organisations is available above.  EURADIA member organisations are aware that they are not authorized by EURADIA to use any information that is shared with them for commercial purposes.

EURADIA will only share personal data and other information provided via the DIAMAP questionnaire with third parties who are not EURADIA member organisations where EURADIA has an appropriate legal basis for doing so or is required to do so by law.

As at the date of this privacy statement, EURADIA has no arrangements for sharing data in place with third parties who are not EURADIA member organisations and no such arrangements are currently contemplated.

Why do we need your personal data?

EURADIA’s aim is to benefit the wellbeing of people with diabetes, through advocacy for increased funding and improved coordination of diabetes research in Europe.  We ask for your personal data to help us to do this.

What do we do with the personal data?

All the personal data that is submitted to EURADIA via the DIAMAP questionnaire is processed by our staff in the UK.  

However, in addition, EURADIA uses external suppliers to help us to perform our functions.  These external suppliers include:

1. Asset ICT Ltd host and Boonwag Ltd maintain the EURADIA website on our behalf.  Personal data that is submitted via the EURADIA website will be stored and processed on our behalf by ASSET ICT Ltd and Boonwag Ltd on servers located within the UK.  The EURADIA website is supported by load sharing servers in the UK to ensure faster loading times.
2. CreaNET Concept maintains the DIAMAP website on EURADIA’s behalf, using OVH hosting infrastructure. Personal data that is submitted via the DIAMAP website will be stored on OVH infrastructure and processed on EURADIA’s behalf by CreaNET Concept including on servers located within France only.
3. Suppliers such as Eventbrite, Surveymonkey and Mailchimp who help us to organise events and surveys and who help us to circulate newsletters. View these suppliers’ privacy statements here:

https://www.eventbrite.co.uk/support/articles/en_US/Troubleshooting/eventbrite-privacy-policy?lg=en_GB

https://www.surveymonkey.com/mp/legal/privacy-policy/

https://mailchimp.com/legal/privacy/

As at the date of this privacy statement, EURADIA has no arrangements for sharing data in place with third parties who are not EURADIA member organisations and no such arrangements are currently contemplated.

How long will we keep the personal data?

EURADIA will hold your personal data for 4 years. 

After 4 years, unless it is updated or re-confirmed, your personal data will be retained for a further 6 years [10 years in total] in a separate archive.  It will be used for research purposes in order to allow us to identify trends in diabetes research or to provide reports relating to diabetes research.  The information in the archive will not generally be accessible to EURADIA members and will only be used to support our research.  You can ask us to remove information from our archive at any time.

We aim to refresh all the details we hold on an annual basis but we encourage you to contact us with updates as and when you can.  It is in everybody’s interests to ensure that the information that EURADIA holds and that is publicly available via the EURADIA and DIAMAP websites is as accurate as possible.

EURADIA may keep your personal data for longer than 10 years if we are required to keep it for longer for legal, accounting or reporting reasons.

Keeping your personal data secure

We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way.

We limit access to your personal data to those who have a genuine business need to know it. Those processing your personal data on our behalf are only permitted to use it for the purposes outlined in this privacy statement and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights

Under certain circumstances, the law gives you the right to:

1. 1. 1. Request access to your data (commonly known as a “subject access request"). This enables you to receive a copy of your data and to check that we are lawfully processing it.
      2. Request correction of your data. This enables you to ask us to correct any incomplete or inaccurate information we hold about you.
      3. Request erasure of your data. This enables you to ask us to delete or remove your data under certain circumstances, for example, if you consider that there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your data where you have exercised your right to object to processing (see below).
      4. Object to processing of your data where we are processing it to meet our or legitimate interests (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your data for direct marketing purposes.
      5. Request the restriction of processing of your data. This enables you to ask us to suspend the processing of your data, for example if you want us to establish its accuracy or the reason for processing it.
      6. Request the transfer of your data to another party.

Depending on the circumstances and the nature of your request it may not be possible for us to do what you have asked, for example, where there is a statutory requirement for us to process your data and it would not be possible to fulfil our legal obligations if we were to stop.  

Further information on your rights is available from the website of the Information Commissioner’s Office.

If you want to exercise any of the rights described above or are dissatisfied with the way we have used your personal data or if you have any questions about this privacy statement, please contact EURADIA using the details above.

We will seek to deal with your request without undue delay, and in any event in accordance with the requirements of the UK’s data protection legislation.  Please note that we may keep a record of your communications to help us resolve any issues which you raise.

If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office at https://ico.org.uk/concerns/.