Privacy Notice | EMERGE RehabTech

Introduction

Emerge RehabTech (ERT) is a four-year programme funded by the Engineering and Physical Sciences Research Council (EPSRC) through their Place Based Impact Accelerator Account (PBIAA) funding scheme. The programme is led by Nottingham Trent University (NTU) and involves and three other Higher Education (HEI) collaborators: University of Nottingham, Loughborough University and University of Derby.

ERT seeks to accelerate adoption of rehabilitation technologies in health and care pathways, and to establish the East Midlands as the UK hub for developing and deploying rehabilitation technologies. The programme will achieve its aims through the running of competitive funding calls for impact projects from academics at core consortium universities and beyond and running and marketing of events related to the Programme.

This Privacy Notice explains what ERT (“ERT”, “we”, “us” or “our”) does with your personal information, your rights and how we protect it. This Privacy Notice applies to all individuals (“you” or “your”) whose personal information is collected as part of the ERT Programme and associated projects that we run.

ERT encourages you to review the privacy statements of any websites you choose to navigate to from our website (or navigate from to our website) or digital services that we provide links to so that you can understand how those websites collect, use and share your information as well. Any third-party sites that you can access through the website are not covered by this Privacy Notice and we accept no responsibility or liability for these sites.

ERT is a Programme run by, and therefore part of, Nottingham Trent University.

Who we are

ERT is not a sole legal entity; for the purposes of the UK GDPR and the ERT Programme, NTU is the “data controller” which means it is responsible for deciding how we hold and use personal information about you.

For information about how NTU uses your personal data please see find the relevant privacy notice here.

You can find NTU in the Information Commissioner’s register of organisations who have paid the controller fee here .

We want to be clear about our privacy practices so that you are fully informed and can make choices about the use of your information, therefore, we ask that you read this privacy notice carefully.

If you have any questions about the use of your personal data in respect of the ERT Programme please contact:

EMERGErehabtech@ntu.ac.uk

Alternatively, If you have any questions about the use of your personal information by NTU, or wish to exercise your rights, please contact:

Data Protection Officer

Nottingham Trent University

Address: 50 Shakespeare Street, Nottingham, NG1 4FQ

Email: DPO@ntu.ac.uk

We may need to update this Privacy Notice from time to time. If changes made to this Privacy Notice are considered to be material and during the course of the research, we will notify you of the changes.

Personal information

ERT is committed to the responsible handling and protection of personal information.

Personal data, or personal information, means any information about an individual from which that person (a “Data Subject”) can be identified. It does not include data where the identity has been removed (anonymous data).

The information will be personal data if a person can be identified either directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that person. For example, personal data may include names, addresses, email addresses and telephone numbers; it may also include images in photographs or films and audio recordings of interviews.

Where your data has been anonymised, ERT will no longer be able to distinguish your data and as such your rights conferred under data protection legislation may not apply.

Why we process your personal information

We process (collect, use, disclose, transfer, and store) your personal information to enable us to run and enable your participation in the ERT Programme, this includes but is not limited to:

Running competitive funding calls for impact projects from academics at the core consortium universities and beyond.
To enable us to run events and other Programme related activities.
To enable us to share, via a centrally held mailing list, Programme related events and opportunities that you may be interested in.
To anonymously collect data on protected characteristics to enable us to develop an appropriate Equality, Diversity and Inclusion strategy and plan activities accordingly.

As a part of the ERT, we will only collect information that is necessary and proportionate for the purpose of the Programme. We will always inform you about the types of personal information NTU will collect prior to commencement of the specific aspect of the Programme you are participating in.

You are not legally or contractually obliged to supply us with your personal information for research purposes and it is entirely voluntary whether you decide to do so.

Where we collect data in respect of Equality, Diversity and Inclusion (EDI), responses are managed independently from other registration/submission processes and are collected in an anonymised form, meaning they cannot be linked to you or used to identify you. This information helps us understand how inclusive our initiatives are, whether we are reaching a diverse range of participants, and where we may need to improve outreach for future activities. All questions in respect of EDI are optional, and you may skip any you do not wish to answer.

The types of personal information we collect

The categories of personal information that we may collect, store and use about you include (but are not limited to):

Name and email address;
Information included within funding applications, (such as project details, job title and salary information), where provided;
Accessibility requirements, where provided;
Dietary requirements, where provided;
EDI monitoring data (anonymised):

The Emerge RehabTech website uses essential cookies only to ensure that the site functions correctly. We do not use cookies for analytics, profiling or marketing purposes.

How we use your personal information

When processing personal data, we rely on a combination of lawful bases permitted by data protection law. The lawful bases of processing personal data described in this Privacy Notice is:

Article 6(1)(e) Public Task – We undertake this Programme as part of NTU’s function for the community under its public task, in this instance administering of funding calls. UK GDPR allows us to use personal data for such purposes with appropriate safeguards in place.

Article 6(1)(a) Consent – to provide Programme‑related items such as event registration and attendance, marketing where you have opted in, or to accommodate any catering or accessibility requirements that you choose to share with us.

For special category data processed as described in this Privacy Notice, the condition for processing are:

Article 9(2)(a) Consent – Where you have consented to us processing your personal data to allow us to accommodate any catering and accessibility requirements you decide to share with us.

Article 9(2)(g) Substantial Public Interest together with Schedule 1, Part 2, paragraph 8 of the Data Protection Act 2018 (Equality of opportunity or treatment). The processing of this information supports the University’s public task of ensuring equality, diversity and inclusion in its programmes and activities. Once the information has been anonymised, it no longer constitutes personal data and falls outside the scope of UK GDPR, therefore it is not possible to withdraw individual responses after submission.

Who we share your data with

Your data will be stored on NTU servers and accessed by the EMERGE operations team and co-leads based at Loughborough University, University of Nottingham and University of Derby.

Anonymised EDI data is shared with the EPSRC for the purposes of reporting on EDI inclusion for the duration of the Programme.

Where events take place at non-NTU locations, dietary and accessibility requirements may be shared with events teams prior to commencement of the event. We will always inform you commencement of the specific aspect of the Programme you are participating in where such sharing will take place.

Your personal information will not be shared for marketing purposes.

Where necessary we will share information to respond to requests from courts, law enforcement agencies, regulatory agencies, and other public and government authorities, which may include such authorities outside your country of residence

Unless stated otherwise, we will not transfer personal data outside of the United Kingdom. Where information is shared outside the UK and European Economic Area, we take appropriate steps to ensure that personal information is processed, secured, and transferred according to applicable law. When we transfer personal information from the UK to other countries in which applicable laws do not offer the same level of data privacy protection as in the UK, we take measures to provide an appropriate level of data privacy protection.

This means, your rights and protection remain with your data, i.e.: where appropriate we use approved contractual clauses, multiparty data transfer agreements, and other measures designed to ensure that the recipients of your personal information protect it. If you would like to know more about our data transfer practices, please contact DPO@ntu.ac.uk.

How long we keep your data for

We will not store your personal information for longer than is necessary to fulfil the purposes for which it has been collected. This may mean holding on to your personal information for a certain period of time after you have ceased to have a relationship with ERT, such as for the purposes of satisfying any legal, accounting, or reporting requirements for the Programme. We securely erase your information once it is no longer needed.

Please see below retention periods in respect of each of the Programme’s workstreams:

Funding Calls – After the review process unsuccessful applicant data will be kept for up to 3 years from submission of the proposal. After the review process successful applicant data will be stored for at least 10 years from the end of the duration of the award in line with EPSRC reporting requirements.

Events – All event related data, with the exception of names and email addresses are to be deleted within four weeks of the event ending.

Mailing List – Mailing list data to be stored until the end of Programme lifetime.

EDI Data – Anonymised EDI data to be retained for the lifetime of the Programme to facilitate reporting, however, could be retained indefinitely as it falls outside the scope of UK GDPR

We securely erase your information once it is no longer needed.

Your duty to inform us of changes

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes and communicate any such changes to the research study team.

Security of your personal information

We have in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. Any data you provide as a part of ERT is held on Microsoft services hosted by Nottingham Trent University. The data are accessible only to members of the in a secure SharePoint site, secured through role-based access controls to limit access to those who are working on the Programme.

HEI collaborator access is provisions through NTU. Access to collaborating HEI partners is limited to co-leads from Derby, Nottingham and Loughborough and is limited to that data which they need to see to facilitate their involvement in the Programme.

Your rights

Various rights under data protection legislation, including the right to access personal information that is held about you, are qualified or do not apply when personal information is processed solely in a research or archival context. This is because fulfilling them might adversely affect the integrity of, and the public benefits arising from, the research study.

The full list of (qualified or inapplicable) rights is:

Right to access any personal data held about you (commonly known as a “data subject access request”): this enables you to receive a copy of the personal information we hold about you.
Right to ask us to correct any inaccurate personal information we hold about you: where this right applies, you can ask us to correct or amend any inaccurate or incomplete information. We will either make the requested amendments or provide an explanation as to why we are not making the changes.
Right to have your data erased (except if there is a valid lawful reason to retain it):

where this right applies, you can request the deletion of your information in advance of our standard retention period.

Right to have your information restricted or blocked from processing: where this right applies, this enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Right to object to any direct marketing (for example, email marketing or phone calls) by us, and to require us to stop such marketing.
Right to request the transfer of your personal data: you may be entitled to require us to provide that data to you electronically or to transmit it to another organisation.

If you wish to exercise your personal data rights or have any questions about how we use your data, please get in touch using the contact details at the top of this Privacy Notice.

Please note, there are exemptions included in the UK GDPR and in the Data Protection Act 2018 relating to personal data processed solely in a research or archival context. We will inform you of relevant exemptions we rely on when responding to any request you make.

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