Privacy notice

1. Introduction

The Royal Society is the independent scientific academy of the UK and the Commonwealth, dedicated to promoting excellence in science. You can find more information about the Royal Society and the work that we do on our website: https://royalsociety.org/

The Royal Society is committed to protecting your personal information and being clear about what information we hold about you and how we use it. This privacy notice tells you what to expect when the Royal Society collects personal information.

The Royal Society is registered with the Information Commissioner’s Office (ICO). Our registration number is Z6530573 and you can check our entry details on the ICO’s website: https://ico.org.uk/about-the-ico/what-we-do/register-of-fee-payers/

2. Data controller and processors

The three partner academies – Royal Society, British Academy and Academy of Medical Sciences – have commissioned an external Evaluation of their joint programme, the Newton International Fellowships. On behalf of the three academies, the Royal Society has appointed Careers Research & Advisory Centre (CRAC) to design and manage the survey and the Institute for Employment Studies (IES) to conduct the survey. As such both CRAC and IES act as data processors (as defined in data protection legislation).

For the purpose of this evaluation, the academies acknowledge and agree that each of the three academies is a joint data controller in respect of the personal data collected within scope of this privacy notice. This notice is published by the Royal Society on behalf of the three academies.

The Royal Society location and contact details are below:

The Royal Society
6-9 Carlton House Terrace
London
SW1Y 5AG

Tel: 0207 451 2500

The Royal Society’s Senior Manager for Impact and Evaluation, Tanja Floyd, is the first point of contact for people whose information is processed. You can contact her by writing to the address above or by emailing: tanja.floyd@royalsociety.org

IES are using SNAP as a sub-processor to administer the surveys – more information about SNAP is available in section 7 of this notice.

3. How we will use your information

We can only use your personal information where we have a specific purpose for doing so and have told you what those reasons are.

This survey and related interviews will collect responses to understand Newton International Fellowship holders’ views and experiences of the fellowship scheme, and the impact that holding a fellowship has had on their careers.

Results from this survey and interviews will be summarised in an evaluation report CRAC will write which will assist the Royal Society, British Academy and the Academy of Medical Sciences in ensuring that the scheme runs effectively and is fit for purpose. In that report, all results will be anonymised. You can complete the survey without providing your contact details.

To achieve the above aims, the specific uses that will be made of your personal information are listed below:

Your responses will be used to inform the design and delivery of the Newton International Fellowship scheme, and to help us understand the impact of the fellowship on individual careers.

If we want to use your personal information for a reason other than those purposes set out above, we will tell you before we start that use and provide further information about the new purpose(s).

4. Legal basis for using your personal information

Under data protection legislation, we require a legal basis to be able to process your personal information for the purposes set out above.

The collection and use of your personal information will be based on you providing your explicit consent.

Withdrawal of consent
Consent must be a clear positive action that you have given your agreement to the use of your personal information, and consent can also be withdrawn at any point if you are no longer happy with the use of your personal information for a specific reason. If you to wish to withdraw consent, please do so in writing to the DPO as set out in section 2.

Once consent is withdrawn, we will destroy all relevant personal information unless we are relying on a different legal basis to justify keeping your personal information. If that is the case, we will tell you in writing. However, withdrawing your consent does not affect the lawfulness of processing based on consent before you withdrew consent.

5. What personal information we will collect

The personal information we will collect and use as part of this project is set out below:

• Name (compulsory in order to match responses to information already held)
• Gender (optional)
• Employment circumstances (optional)
• Your telephone number (optional)

6. Who we give your personal information to

The information you submit will be compiled by IES and CRAC and may subsequently be stored by the Royal Society for the purposes above. Aggregate level results may be published for the purposes set out above but you will not be identifiable from any of the published outputs of that research. Beyond this, we will not pass your information to any other organisation except where required to do so by law.

7. Where your personal information will be stored

IES has created the survey using Snap Surveys software and it is being hosted on a Snap WebHost server maintained by Snap Surveys. During data collection, the data are stored in an encrypted state on servers residing only in the UK. Snap Surveys holds an ISO 27001 certificate, the highest possible standard for information security.

Snap Surveys' GDPR policy for its WebHost service is available at:
https://www.snapsurveys.com/gdpr/gdpr-snap-webhost/

Snap Surveys' security policy is available at:
https://www.snapsurveys.com/gdpr/security-measures/

If you wish to submit responses to these surveys in another format, please contact:
rachel.handforth@crac.org.uk

8. Your rights over your personal information

Once your personal information has been collected, you have certain rights in relation to that personal information that may be exercised. You have the right to:

• Ask for a copy of your personal information
• Correct inaccurate personal information held about you
• Ask for your personal information to be deleted (within certain limits)
• Restrict processing of your personal information
• Ask for a copy of your information in a format that allows easy transfer (“data portability”)
• Object to automated decision making or profiling (if these take place)

All these rights have certain limitations depending on the request and the purpose for which we are holding your personal information. Further information can be found about these rights and the Royal Society’s processes for handling such requests at:

https://royalsociety.org/about-us/terms-conditions-policies/privacy-policy/#rights

9. How we protect your personal information

The Royal Society, IES and CRAC have a number of security measures in place to protect your personal information, listed below:

• All staff are required to undertake training in data protection and information security on joining the organisation and then on an annual basis;
• Formal information security policies that must be read and understood by all staff;
• Personal information is only available to those members of staff who require access as part of their role;
• IES and CRAC’s information and data systems are accredited through the Cyber Essentials scheme.

10. How long we will hold your personal information

We are only able to retain a copy of your personal information as long as it is still needed for the purpose(s) for which it was collected.

The personal information you have submitted will be removed from the SNAP surveys platform by 31 December 2019 and retained by CRAC and IES until 30 September 2020, one year after the conclusion of the project.

11. Complaints about the use of your personal information

If you are unhappy with the way in which your personal information has been handled, please contact us via tanja.floyd@royalsociety.org who will receive complaints on behalf of the three partner academies and the relevant academy will try to resolve your issue informally.

If we have are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire   SK9 5AF

Tel: 0303 123 1113
Email: casework@ico.org.uk

12. Changes to this privacy notice

We keep our privacy notices under regular review and we will inform you of any changes to this notice in writing.

This privacy notice was last updated on 5 April 2019.