Eastern Academic Health Science Network
4 APRIL 2020
Eastern AHSN takes the privacy of your personal data very seriously. If you send us any of your personal data, we are committed to collecting, maintaining, and securing it in accordance with our internal data protection policies and local laws.
How will we use the information we collect?
Eastern AHSN collects information about you to help the company deal with your requests. By giving us your details, you enable Eastern AHSN and our programmes to provide you with the information you want. Any information you provide to Eastern AHSN will only be used by us and the organisation’s associated projects and programmes. Your details will not be disclosed unless we are obliged or permitted to by law to do so.
Accessing information Eastern AHSN holds about you
At any time you can inform Eastern AHSN of a request for a copy of the data we hold about you, make any changes you would like to make in line with your rights (see below), or you can “opt out” of communications form Eastern AHSN. Please email us at firstname.lastname@example.org in regard any of these matters,
The Data Protection Act
Under the Data Protection Act, we have a legal duty to protect any information we collect from you. We have information security controls in place to prevent any unauthorised access to it. We do not pass on your details to any third party or other government departments.
Privacy and data protection
Eastern AHSN will retain your personal data in accordance with our records retention Policy. Generally, we will only retain personal data for the period necessary to fulfil the purposes for which the personal data was collected, unless a longer retention period is required or permitted by law or we have justifiable reasons for doing so.
What information do we collect?
Personal data from the Eastern AHSN website
When using the Eastern AHSN website, from time to time you will be asked to submit personal information about yourself in order to receive or use services. Such services include but are not limited to newsletters or events updates, downloadable content and email updates. Eastern AHSN collects information when you voluntarily complete forms or surveys via our website, make an enquiry, or provide feedback. Personal data Eastern AHSN may collect includes;
- your name and other contact details
- records of your correspondence if you contact us, such as emails
- details of your use of this Site
- other technical data, such as IP address, browser type and operating system (see below).
When you visit this site, Eastern AHSN automatically collects information using cookies, such as your browser type and operating system, websites you visited before and after visiting our websites, standard server log information, and internet protocol (IP) addresses. We pool this information and may combine it with other information to produce anonymous, aggregated statistical information which is helpful to us in improving our products and/or services. This information includes:
- the total number of visits to our websites and mobile applications
- the number of visitors to each page of our websites and mobile applications
- the domain names of our visitors’ internet service providers.
For further information on the cookies this site collects please refer to the Eastern AHSN cookies policy.
Personal data through our business operations
As well as information collected from you through this website, we may obtain personal data in other ways, such as by phone, email or in paper form during the course of our business operations. In most instances, Eastern AHSN is the data controller for such activities.
The personal data you provide to us will be used for the purposes of:
- administering a contract we have entered into with you
- providing you with information, including in response to queries regarding our programmes and/or services.
- understanding our business needs and improving services
- holding discussion forums, such as scientific advisory boards
as well as the use(s) set out in the other sections of this privacy notice.
We may also use your personal data to comply with applicable laws, or other uses for which you have given your consent. If you fail to provide certain information when requested, we may not be able to perform the contract we have entered with you, or we may be prevented from complying with our legal obligations. We will notify you if this is the case at the time.
Personal data collected through social media pages
Eastern AHSN uses social media data to help you;
- keep up to date with the latest news and the organisation’s views or response to important and informative topics related to the organisation’s work.
- receive the latest updates about our programmes and projects including Innovation Exchanges, events, the patient safety collaborate and resources available to support colleagues across the health and care system.
- understand key developments around the organisations impact and success, changes and strategy.
As such, you may receive a communication from Eastern AHSN via LinkedIn, Twitter, Facebook, or other such platforms. By participating in social sharing on our social media pages, you may disclose personal information about yourself. Any information you post or disclose in this way will become public information and may be available to visitors to these pages and to the general public. You should be careful when deciding to disclose your or any third party’s personal information, or any other information, on social medial pages or in any communications with us. You may also disclose personal information if you include third parties in your electronic communications with us.
Eastern AHSN advocates transparency across all communications and is engaged in debate with all our stakeholders about how best to turn great ideas into positive health impact. The organisation wishes to continue such engagement across its social media channels. In that regard Eastern AHSN respectfully requests that you avoid posting comments that include:
- subjects that may be considered spam or advertising
- any form of medical advice
- discriminatory or derogatory comments
- politics & religion
- profanity, vulgarity, vexatious content or personal attacks
- promotion of illegal activity
- infringe on copyrights or trademarks
The organisation reserves the right to hide or remove any comments that include such materials, and we may block or remove any user who does not comply with these community guidelines. This applies to all Eastern AHSN social media channels.
Information collected through employment applications
In processing applications for employment Eastern AHSN collects resumes, references, certificates qualification and other personal information about candidates. A member of our Human Resources team will review your application. Alternatively, we may provide your application to a recruitment agency or contractor who assists in reviewing applications that we receive.
Resumes sent as part of an application for an advertised position or sent generally to ascertain whether any positions are available, will be used to match applicants with available opportunities. If we consider that your application may be suitable to our requirements, we, or a party acting on our behalf, will contact you to request that you attend an interview. We may also ask you to provide us with contact information for individuals who will act as referees. We may contact these individuals and ask them questions we feel are relevant to your possible employment with us. We may contact you again to request that you attend further interviews or to inform you of whether we are able to offer you a position with us.
If your application is not suitable to our current requirements, but we feel that there may be a position in the future for you with us, we will a keep a record of your application and may contact you again if a suitable position becomes available.
Personal data collected from other sources
We may collect personal data from other third parties who act as data controllers. Where we are a data processor of that personal data, we will only use the personal data in accordance with the instructions of the data controller. Our contracts with such third parties require that they are legally able to provide the personal data to us.
Eastern AHSN events, our CRM and other communications channels
The data we collect in this regard are necessary to provide you with the services you have signed up to. There several ways in which we may have collected your data, for example:
- signed up to the Eastern AHSN newsletter
- registered to attend an Eastern AHSN event
- supplied this data in a publicly available source.
- had some form of historical business/collaboration with us
- completed a form to be able to download resources form the Eastern AHSN website
Newsletter: Eastern AHSN uses your details to help you;
- find out the latest updates about our programmes and projects including Innovation Exchanges, events, Patient Safety and resources to support transformation.
- receive occasional updates about local and national funding opportunities.
- be kept informed about other initiatives across England’s 15 Academic Health Science Network (AHSNs).
- be able to access advice and expertise across the pathway of innovation.
- get help, advice, training and top tips on patient and public involvement.
- sharing this knowledge across the region and beyond is a key part of our mission and helps you understand the opportunities available to participate in.
- understanding the organisation you represent, and the role you have in that organisation also means we can support you by serving you communications that are specific to your work
Events: The data Eastern AHSN collect when users register for the company’s events (online or by any other means) will be utilised for the smooth running of the event. This includes the provision of
- updates or cancellation of an event.
- name badges and sign-in sheets for the event.
- your name and any dietary requirements (if supplied), to the venue hosting.
- event security, where applicable.
- further information about Eastern AHSN’s work and invites to further events that may be of interest.
There may be photographers or film crews at Eastern AHSN events. If there are, it is the organisations policy to request your consent for photographs during event registration. If you do not consent the photographer will avoid photographing you and will obscure your identity post-event as necessary.
Corporate meetings: If you are involved in any of our corporate meetings e.g. Citizen’s Senate or Advisory Panels, we will hold your contact details to inform you of upcoming meetings and any updates you may need to know about. We will need to maintain our records in line with our retention policy.
Customer Relationship Management (CRM): The organisation captures information on event attendees, social media users, newsletter subscribers and other business-related contacts in its customer relationship management system. The data are used internally to help the organisation understand how it can serve its stakeholders better. No data is shared with third parties.
The Academic Health Science Network – England
Eastern AHSN may also share your personal data with the other members of the Academic Health Science Network for the purposes of improving patient and population health outcomes by translating research into practice, developing and implementing integrated health care services, supporting knowledge exchange networks, sharing best practice and providing for rapid evaluation and early adoption of new innovations. The other members of the Academic Health Science Network are:
- East Midlands Academic Health Science Network
- Health Innovation Manchester
- Health Innovation Network
- Imperial College Health Partners Limited
- Kent Surrey Sussex AHSN Limited
- The Academic Health Science Network for The North East and North Cumbria Limited
- Innovation Agency, Academic Health Science Network for The North West Coast
- Oxford Academic Health Science Network
- South West Peninsula AHSN Limited
- UCL Partners Limited
- Wessex Academic Health Science Network Limited
- West Midlands Academic Health Science Network
- West of England AHSN Limited
- Yorkshire and Humber Partners Academic Health Science Network Limited
Members of the Academic Health Science Network are mandated to respect the security of your personal data and to treat it in accordance with the law and therefore all members of the Academic Health Science Network have entered into an agreement to regulate any data sharing between themselves.
The legal basis for using this data
At Eastern AHSN we have extensively reviewed how we collect, store and process data for compliance with the data protection Legislations (UK Data Protection Act 2018 & EU GDPR 2016). The organisation is jointly commissioned by the NHS and Office for Life Sciences and on their behalf, Eastern AHSN carries out a public task to facilitate research, development and innovation of healthcare in the region. Therefore, our legal basis falls under Article 6(1) of the GDPR ‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’.
Eastern AHSN’s core values are to maintain a shared purpose and endeavour across its members and partners centred on the spread of knowledge, encouraging collaboration and sharing innovations. Furthermore, our method is to offer networks where information can be shared, relationships built, successes celebrated and solutions to healthcare challenges identified. Therefore, our communications to you are an essential part of achieving our objectives.
Where we store the data
Eastern AHSN stores your data from our main website on secure servers. Eastern AHSN is therefore in compliance with the requirement of GDPR and Data Protection legislation.
Some of the personal data collected using this site and third-party sources may be stored or processed by our associates and carefully selected third parties using computers and servers located in other countries, including by means of cloud computing. Such computers and servers may be located both inside and outside of Europe, where data protection laws may differ from the country you live in. We are only permitted to transfer personal data outside of the European Economic Area where there is a legal basis for the transfer – for example, (A) the country of the recipient(s) ensures an adequate level of protection, (B) an international arrangement means the transfer can take place (such as the US EU privacy shield), (C) suitable contractual protections are in place (including European Commission-approved Standard Contractual Clauses), (D) we have obtained your express consent to such transfer, or (E) the transfer is necessary for important reasons of public interest
Eastern AHSN’s email service is based on the Microsoft Office 365 exchange platform – This is a cloud-based solution adhering to mainstream security certifications, including ISO27002. More details can be found here: https://www.microsoft.com/online/legal/v2/en-us/MOS_PTC_Security_Audit.htm.
This site has security measures in place to protect the loss and alteration of information under our control. Eastern AHSN has put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
References and links to other website(s)
Throughout this website you will find links to other websites for additional or supporting information. Eastern AHSN does not endorse or take responsibility for the content of these other websites and although their content is reviewed, we cannot guarantee the accuracy of this information. It is your responsibility to check the terms and conditions of use of such other websites.
Use of the website and copyright
Content on this site is for personal and individual use only. It should not be used for commercial use, nor should any information be reproduced, modified, or distributed without consent from Eastern AHSN. Please contact us if you wish to share any of the content.
Eastern AHSN makes every effort to ensure that the website is available 24 hours a day, seven days a week; however, we recognise that technical problems do occur and the website may be unavailable from time to time for maintenance, or reasons beyond our control.
Transmissions using the internet
Unfortunately, the transmission of information via the Internet is not completely secure. Although Eastern AHSN will use reasonable commercial efforts to protect your personal data, we cannot guarantee the security of your data transmitted using the Internet. Anything you send by email or using the internet is at your own risk. Once Eastern AHSN has received your personal data, we will secure your information in accordance with our security procedures and controls to try to prevent unauthorised access, alteration or loss.
Your rights under GDPR
You have rights under the GDPR and they are as follows:
The right of access: Anyone has the right to request a copy of the information held about them as individuals. Any requests for information must be sent to email@example.com.
The right to rectification: If any data held is incorrect, we will correct this within 2-working days of being notified. Rectification requests must be sent to firstname.lastname@example.org.
The right to erasure: In certain cases, you have the right to obtain from us the erasure of your personal data. Any requests for erasure to be sent to email@example.com. Within two working days Eastern AHSN will notify the requestor of what will happen; either explaining that erasure is not possible/appropriate (given the legal basis for processing) or confirm the action that will be taken to ensure they can be forgotten. If the decision is not to erase, the requestor should also be notified of their ‘Right to Object’ to this decision.
The right to restrict processing: You have the right to obtain from Eastern AHSN restriction of processing, applicable for a certain period and/or for certain situations. Any requests for restricted processing to be sent to firstname.lastname@example.org.
The right to data portability: The right to data portability allows individuals to obtain and reuse their personal data for their own purposes; “to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability.” Any requests for data portability to be sent to email@example.com.
The right to object: In certain cases, you have the right to object to processing of your personal data, including with regards to profiling. You have the right to object at further processing of your personal data in so far as such data have been collected for direct marketing purposes. Any objection to use, or decisions taken to be sent to firstname.lastname@example.org.
Rights in relation to automated decision making and profiling: Under GDPR, you have rights to access your information, rectify any errors and restrict the way we use the data we hold on you at any time. We do not undertake any automated decision-making based on your data.
Right to filing complaints: You have the right to file complaints with the applicable data protection authority about Eastern AHSN’s processing of your personal data.
For further information see https://ico.org.uk/for-organisations/data-protection-reform/overview-of-the-gdpr/
You can unsubscribe or update your preferences from our mailing lists at any time by clicking the links at the bottom of the newsletters or events correspondence you receive or by emailing us at email@example.com. Please note that the data we process for events is essential to their running. If you need to object after registering for an event, this may result in you being unable to attend the event.
If you would like to make a subject access request please contact firstname.lastname@example.org. The organisation will comply with any request within 30 days.
Where to lodge a complaint
If you wish to lodge a complaint, you may contact Eastern AHSN at email@example.com. If you are not satisfied with the organisations response or believe it is not processing your personal data in accordance with the law, you can also complain directly to the ICO at https://ico.org.uk/. We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.
Our rights – terms and conditions
Please contact us at firstname.lastname@example.org if you have any questions about these terms and conditions.
Eastern AHSN reserves the right to change these terms and conditions at any time. Please check regularly as any amended terms and conditions will apply to your continued use of the website. Certain benefits may be extended or updated by new special legal notices or terms located on specific sections of the website.
Neither Eastern AHSN, nor any other party involved in creating, producing, maintaining or delivering the website, will be liable for any amount or kind of loss or damage that may result to you or a third party, including without limitation any loss of income, profits, goodwill, data, contracts, or loss or damages arising from or connected in any way to business interruption arising from accessing the website or relying on information published on the website. Nor will we be liable for any unforeseen results of use of the website, or any websites linked to the Eastern AHSN website or the material on such websites; or any amount of loss or damage including without limitation any loss or damage due to viruses that may infect your computer equipment, software, data, or other property on account of your access to, or use of the website or your downloading of any material from the website or any websites linked to the website.
These terms and conditions shall be governed by the laws of England and any dispute arising from these terms and conditions or your use of the website shall be subject to the exclusive jurisdiction of the English courts.