Introduction

The Wellcome Trust in partnership with the Royal Society have commissioned an external evaluation of the Sir Henry Dale Fellowship scheme. Wellcome and the Royal Society have appointed the Careers Research & Advisory Centre (CRAC) to design and manage the evaluation including two online surveys and the Institute for Employment Studies (IES) to collect data through those surveys. As such both CRAC and IES act as data processors (as defined in data protection legislation).

For the purpose of this evaluation, the Wellcome Trust is the data controller in respect of the personal data collected within the scope of this privacy notice. Wellcome’s approach to privacy and safeguarding of personal information can be found here:

https://wellcome.ac.uk/about-us/governance/privacy-and-terms

Information about the Royal Society’s approach can be found here:

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

Wellcome’s Strategy Development Manager Peter O’Donovan is responsible for this evaluation project: P.ODonovan@wellcome.ac.uk

Uses of your information

The online surveys and any related interviews in this project will collect responses to understand applicants’ and awardees’ views and experiences of the Sir Henry Dale Fellowship and related fellowship scheme/s, and the impact that holding such a fellowship has on their careers.

Results from these surveys and interviews will be summarised in an evaluation report that we (CRAC) will write. Its purpose is to assist Wellcome and the Royal Society to ensure that these schemes run effectively and are fit for purpose, and/or to inform any adjustments to their design or delivery. In that report, all results will be anonymised.

Legal basis for using your personal information

Under data protection legislation, a legal basis is required 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positive action that you have given your agreement to the use of your personal information, and consent can also be withdrawn at any point if you are no longer happy with the use of your personal information for a specific reason.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 robin.mellors-bourne@crac.org.uk

Once consent is withdrawn, we will destroy all relevant personal information unless we are relying on a different legal basis to justify keeping your personal information.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.

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)
• Ethnicity (optional)
• Employment circumstances (optional)
• Your telephone number (optional)

Storage and sharing of personal information

IES has created the surveys using Snap Surveys software and they are being hosted on a Snap WebHost server maintained by Snap Surveys (which is a sub-processor, according to Data Protection legislation). 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:
robin.mellors-bourne@crac.org.uk

The information you submit will be compiled by IES and CRAC and aggregate-level results from survey responses included in our evaluation report (which may be published for the purposes set out above). You will not be identifiable from any such outputs. We will not pass your information to any other organisation except where required to do so by law.

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:

• Request access to your personal information (and receive a copy of it)
• Request correction of any inaccurate personal information held about you
• Request for your personal information to be deleted (within certain limits)
• Object to processing of your personal information
• Withdraw your consent for us to use your personal information

All these rights have certain limitations depending on the request and the purpose for which we are holding your personal information. To exercise any of these rights, in the first instance please contact robin.mellors-bourne@crac.org.uk  To understand more about your rights, please see: https://wellcome.ac.uk/about-us/governance/privacy-and-terms

How we protect your personal information

CRAC and IES have a range of security measures in place to protect your personal information:

• 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;
• Our information and data systems are accredited through the Cyber Essentials scheme.

How long we will hold your personal information

We are only able to retain your personal information for as long as it is needed for the purpose(s) for which it was collected. Personal information you have submitted through the surveys will be removed from the Snap Surveys platform by 31 December 2019 and retained by CRAC and IES only until the conclusion of this project (currently expected to be before 31 December 2019).

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 robin.mellors-bourne@crac.org.uk and we will try to resolve your issue. If we are not able to resolve the issue to your satisfaction, you can make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) which 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

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 14 August 2019.