The UK Data Service is closed from 17:00 on Friday 21 December 2018 and will re-open 09:00 on Wednesday 2 January 2019.

Online services will run unattended during this period.
Season's Greetings to all our users.

TERMS & CONDITIONS

WEBSITE

COPYRIGHT

Unless stated to the contrary, all material on this website is copyright of the University of Essex. Duplication or sale of all or any part of it is not permitted, except that material may be duplicated for personal research use or educational purposes in electronic or print form. Permission for any other use must be obtained from the UK Data Archive. Electronic or print copies may not be offered, whether for sale or otherwise, to any third party.

DISCLAIMER

The UK Data Archive makes all reasonable efforts to ensure that the content of its website is accurate and up-to-date, but can accept no responsibility for omissions, errors or subsequent changes. The UK Data Archive and the University of Essex accept no liability for any loss or damage resulting, directly or indirectly, from any use of the information or material contained on this website, or any site accessed from this site.

COOKIES

The UK Data Archive website uses cookies that do not contain any personal information in order to allow you to move from one resource to another.

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PRIVACY POLICY

Under the Data Protection Act the UK Data Archive has a legal duty to protect any information it collects from users. The Archive privacy policy relates to personal data collected by the Archive in the course of registration for access to services and during user consultations.

This Privacy Policy sets out the personal data which we, at the UK Data Archive (the University of Essex), collect in the course of our interaction with you and the way in which we handle those personal data.

Personal data which we hold as a data processor (i.e. on behalf of a number of different data controllers) is not addressed in this Privacy Policy. If you are a data subject of any of the data collections in our data catalogue you should contact the relevant Data Protection Officer within the organisation named as the depositor in the catalogue record.

 

1. What personal data of yours do we collect?

If you register to access data within our data catalogue or deposit research data with us we collect the following information:

  • full name
  • contact address
  • email address
  • fax and telephone numbers
  • institution and department
  • academic discipline
  • user status
  • date of registration
  • agreement to any end user or special conditions
  • details of any usage(s) registered
  • details of any data accessed/downloaded
  • any username and ID required for user authentication and validation
  • internal user database unique ID

Controlled data access

If you apply to use controlled access data collections in addition to the information above we collect your IP address, date of birth, nationality and the details of your highest qualification. If you access these data at the UK Data Archive we also record CCTV for the purposes of information security.

Signing up to or attending one of our events

If you sign up to join one of our events (including workshops and webinars) we collect your full name, email address, country, organisation, job title, role and your accessibility and dietary requirements (when attending a workshop).

Signing up to our Quarterly Newsletter

If you subscribe to our Quarterly Newsletter, we collect your full name and email address.

 

2. What do we do with your personal data?

The personal data that we collect from you, and you provide to us, are used for authentication, statistical purposes, and for the management of the service (including registration and providing you with access to research data collections in our catalogue).

Your personal data is processed as part of our public task. Where you provide your consent, we will directly communicate to you to market events, training or send our Quarterly Newsletter. Your opt-in is required to receive these communications and you have the right to withdraw your consent at any time. If you wish to change your communication preferences, please update your account settings here, and you can unsubscribe from our Newsletter here.

 

3. How long do we keep your personal data?

We only keep your personal data for as long as is necessary. The decision on the length of time which we will retain your personal data for will depend on the following criteria:

  • legal requirements
  • contractual requirements
  • management of the service
  • requirements placed upon us by data controllers

Anonymised statistical and aggregated information which cannot identify you will be retained for longer periods of time.

 

4. Who do we share your personal data with?

We only share your personal data to provide our services or to comply with legislative, regulatory or contractual obligations. We share this information with (i) a data collection depositor in relation to your use of their data collection, if you breach the terms of our End User Licence, or the data collection depositor requires information on how you have used their data collection; (ii) your own institution or organisation where necessary for the administration of the Service; and (iii) where your research funder requires you to deposit data with us so as to confirm whether you have deposited your research data.

Safeguarded data with additional conditions of access

If you access safeguarded data with additional conditions of access, we share this information, where necessary, with the relevant data controller(s), and with your institution.

Controlled data access

If you access controlled data, we share this information, where necessary, with the relevant data controller(s), and with your institution.

 

5. Is any of your personal data stored outside the EU?

All of your personal data, that we hold, is stored within the EU.

Event Bookings

For event bookings we use Eventbrite, which is a service based in the United States (US). This means that any information you provide to Eventbrite is stored by them in the US. When you book into one of our events through Eventbrite you will also have to agree to their terms and conditions of service. Their Privacy Policy is outlined here. Eventbrite complies with the EU-US Privacy Shield Framework regarding the collection, use and retention of personal data from EEA citizens.

UK Data Service Quarterly Newsletter

For the purpose of sending you the UK Data Service Newsletter we use Mailchimp, a service based in the United States (US). This means any information you provide to Mailchimp is stored by them in the US. When you sign-up to the Newsletter you will also be agreeing to their terms and conditions of service outlined in their Privacy Policy. Mailchimp complies with the EU-US Privacy Shield Framework regarding the collection, use and retention of personal data from EEA citizens. If you decide not to agree to Mailchimp's terms of service, you can find our published Newsletters on our website, but this means you will not be notified or receive the Newsletter by email when a new Newsletter is released.

 

6. How is your personal data kept secure?

We take the protection of your data seriously and the UK Data Archive is ISO/IEC 27001:2013 certified. We protect your personal data via the use of various technical and organisational measures which include, encryption and active directory security groups.

 

7. How can you change your subscription settings with the UK Data Service?

Within you user account area here you can change your subscription preferences. However, if you wish to unsubscribe from the Quarterly Newsletter, you can do so here.

8. What rights do you have?

You have the following rights:

  1. To be informed of how and why we process your personal data. We have sought to achieve this through this Privacy Notice;
  2. To have access to your personal data. You can access your personal data through your user account area here;
  3. To amend or rectify your personal data, which can be done through your user account area here;
  4. To request deletion of your personal data. Please note, that there may be circumstances where we are legally required or entitled to retain it. For example, in order for us to maintain an audit trail in the event of a personal data breach from the controlled access data, we need a record of the users that have downloaded this data and when. If you wish to request deletion of your personal data, please contact our Data Protection Officer (the details to do this can be found in Section 9 below);
  5. To restrict and/or object to the processing of your personal data, in certain circumstances. If you wish to request restriction or objection to the use of your personal data, please contact our Data Protection Officer (the details to do this can be found in Section 9 below); and,
  6. To not have a decision based solely on automated processing. We do not use automated decision making (including profiling) when making a decision.

 

9. How can I contact your Data Protection Officer?

If you have any further questions about our Privacy Notice, please feel free to contact our Data Protection Officer at:

Sara Stock (Data Protection Officer)
IT Services
University of Essex
Wivenhoe Park
Colchester
Essex
CO4 3SQ

DPO@essex.ac.uk

 

10. What can I do if I am unhappy?

If we cannot resolve any data privacy issues, or you are unhappy with our decisions, you have the right to complain to the Information Commissioner's Office.

 

11. When was this policy last updated?

This policy was last updated on the 24 May 2018.