Data protection and Privacy

Data Storage and Privacy

Privacy Policy

The EDA website and the EDA application are operated by the National Centre for the Replacement, Refinement and Reduction of Animals in Research[1] (“NC3Rs”) (“we”, “us” or “our”). Our registered office is at Gibbs Building 215 Euston Road, London NW1 2BE.

This privacy policy (“Policy”) sets out how we use and otherwise process any personal information that you provide when you use this website (https://eda.nc3rs.org.uk).

The NC3Rs takes your privacy seriously and recognises the importance of honest and responsible use of your “personal information” (being information which identifies and relates to you, either on its own or when combined with other information held by us).

Should we ask you to provide, or should you choose to volunteer certain personal information about yourself to us when using this website, then you can be assured that it will only be used in accordance with this Policy.

The NC3Rs may change this policy from time to time by updating this page. You should check this page to ensure that you are happy with any changes or information. This policy is effective from July 2015.

What personal information we collect

When you visit our website, we may automatically collect standard internet and website log information, as well as information collected through the cookies set out in our cookies policy below (see 'About our use of cookies'). If you want to contact us, to use the EDA application or to use certain other services we may provide on the website from time to time, you will need to provide us with some additional personal information so that we can liaise with you and deal with your request, query or project proposal. If you do choose to provide us with your personal information, we will collect that information for our own use for the purposes described in this Policy.

We may collect the following information:

  • name;
  • if you create an account with us, your username, password and contact information including email address;
  • details of each request or enquiry you submit to us;
  • statistical information relating to page views for traffic monitoring (see 'About our use of cookies'); and
  • where you choose to submit personal information and/or experimental design information through the EDA application, all relevant details relating to each project you choose to submit to us using that application (“Project Information”), as set out in more detail in the “EDA Application” paragraph below.

This information will be collected primarily from you as information voluntarily provided to us, but we may also collect it where lawful to do so from (and combine it with information from) other individuals that you have agreed may provide your personal information to us (for example, as part of their request, enquiry or project details) and government, tax or law enforcement agencies. We may also collect personal information about you from you use of other websites run by the NC3Rs.

Use of your Personal Information

We may use information about you for purposes described in this Policy. For example, we may use information about you for the following purposes:

  • to respond and/or deal with your request or enquiry;
  • to evaluate the information you provide to us through the EDA application, through our automated assessment procedure;
  • to improve the EDA application and to ensure that content from the website is presented in the most effective manner for you and for your computer (or other electronic Internet-enabled device);
  • to administer the website;
  • for internal record keeping; 
  • where necessary as part of any restructuring; and
  • for compliance with legal, regulatory and other good governance obligations.

This list is not intended to be exhaustive and may be updated from time to time as business needs and legal requirements dictate. Some of the personal information that we hold will be kept in paper files, while other personal information will be included in computerised files and electronic databases. 

In most cases, the information we process about you is required to deal with your request, enquiry, submission(s) through the EDA application, is required by law or is necessary for the exercise of our legitimate business interests and needs, in which case special care is taken to safeguard your rights and to ensure any such use is proportionate. 

We may also convert personal information about you (which may include Project Information) into anonymous data and use it (normally on an aggregated statistical basis) for research and analysis. 

Third Parties

Your personal information will be made available for the purposes mentioned above (or as otherwise notified to you from time to time), on a ‘need-to-know’ basis and only to responsible management, legal, audit, compliance, information technology and other corporate staff who properly need to know these details for their functions within the NC3Rs. 

Your personal information may also be made available to third parties providing relevant services under contract to us. These companies may use information about you to perform their functions on our behalf. We have put in place various security and data privacy measures, including with such third parties, in order to protect personal information. 

We may also disclose specific information upon lawful request by government authorities, law enforcement and regulatory authorities where required or permitted by law and for tax or other purposes. 

EDA Application

The EDA application provided through this website allows you to submit details of your projects to be critiqued in order to assist in the furtherance of such projects. Should you choose to submit your project details, in each case you will be given the option of:

  • saving the Project Information to your registered account on the EDA application for future retrieval;
  • sharing the Project Information with other specific registered members of the EDA application, whom you choose to share this information with;
  • exporting a copy of the Project Information from the EDA application; and/or
  • deleting the Project Information from your account.

Where you choose to save the Project Information to your profile and to share the Project Information with other registered user(s), we will disclose those details and any other details that you ask us to share. By requesting such data sharing, you are providing your consent to the disclosure of the Project Information and any additional details volunteered by you to each identified registered user, whom you choose to share this information with.

Should the Project Information contain the personal information of any third parties, you agree that by entering their details onto the EDA application, you have sought their prior consent to the processing of their personal information by the NC3Rs in accordance with this Policy.

Any exported Project Information will be retained by the NC3Rs (unless you choose to delete it from your account, or to delete your account). 

Security & Data Storage

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place reasonable physical, technical and organisational procedures to safeguard and secure the information we collect. However, no company, can fully eliminate security risks associated with the transmission of personal information or intellectual property through online transactions, and you do so at your own risk.

Statistical information on the use of the application may be collected to help provide analytics on user engagement and to help with future development.

Links to other websites

Our website may contain links to enable you to visit other websites of interest easily. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will not sell or lease your personal information to third parties unless we have your permission or are required by law.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you or have any other queries relating to your personal information, please write to eda@nc3rs.org.uk.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

About Our Use of Cookies

A cookie is a small piece of data  which a website sends to a user's browser. The browser then sends the cookie(s) back when it makes subsequent requests to the website. Cookies may be stored on your computer's hard drive.

Cookies can allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, by gathering and remembering information about your preferences. Our cookies cannot be used to identify you personally. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies using your browser settings. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Essential Website Functionality

Our website uses cookies for a small number of core functions.  These cookies are set as soon as you visit our website.

  • cookie-agreed: This cookie is used to record your consent for agreeing to our use of cookies, and hence allowing further cookies to be set. By continuing to use the website after the cookie notification is displayed, or by clicking the 'I agree' button, you agree to our use of cookies.
  • has-js: This cookie is used to determine if your browser has JavaScript support enabled.

EDA Application

The Experimental Design Assistant application also uses cookies for its core functionality:

  • JSESSIONID: This cookie tracks your session ID, which is used to keep you logged in. This is first set before you log in to the application, and is re-generated when you log in or out.
  • AcceptTermsAndConditions: This cookie records that you have accepted the EDA application terms and conditions.

Website Analytics

We use Google Analytics to identify which pages are being used and how often unique traffic hits our website. We only use this information for statistical analysis purposes. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs, compile reports and to help us improve the site. Google Analytics uses cookies to collect information about how visitors use our site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited. For more information on Google's Privacy policy please follow this link: https://www.google.com/intl/en_uk/policies/privacy/. The following cookies are used by Google Analytics:

  • _ga: This cookie is used to distinguish the individual users of our website
  • _gat: This cookie is used for rate limiting purposes.

Please refer to Google's technical documentation for more detailed information about these cookies (under the section 'analytics.js – Cookie Usage').

Secure usage instructions

Password

Remember that your password is personal and non-transferable. You are recommended to change it regularly. Remember to memorise it and avoid writing it down. Password Do's and Don'ts:

DO NOT

  • Let anyone else use your password
  • Use easily guessable words (e.g. your name)
  • Re-use passwords too regularly
  • Use the same password for different systems

DO

  • Keep your passwords safe
  • Change your passwords regularly

Using a shared computer

You should take additional precautions when using public or shared computers. Remember you can be observed by others, so make sure you are not being overlooked and keep your password safe.

It is important for you to protect against unauthorised access to your password and to your computer, so be sure to log out when you finish a session.

How to log out of web portal

To log out from the web application, click on the EDA menu at the top right of either the Experiment list or Editor window pages and select the ‘log out’ option.

If you use a shared or public computer to access the EDA, you should log out to prevent other users from accessing your personal information.

Avoiding caching issues

Browsers store web pages in the cache on your computer to avoid having to fetch another copy when the user returns to the page. If the page has been updated since the user last looked, the user will sometimes miss new information because they're viewing the page from their local cache. In order to avoid viewing pages that are out of date it is a good idea to clear your cache regularly.  

Instructions for popular web browsers:

Chrome: Click the menu icon at the top right corner of the screen and go to More tools > Clear Browsing Data. Select the items you want to delete, choose the period for which you want to delete them and click Clear Browsing Data.

Internet Explorer: Go to Tools > Safety > Delete browsing history. Then untick the option for Preserve Favorites website data, tick the options for Temporary Internet Files and Cookies and click Delete.

Firefox: Go to Tools > Clear Recent History. Choose the time range and the items you wish to clear and click Clear Now.

Disable password auto-complete function

Instructions for popular web browsers:

Chrome: Click the menu icon at the top right corner of the screen and go to Settings > Show advanced settings > Passwords and forms. Deselect the "Enable Autofill to fill out web forms in a single click" tick box.

Internet Explorer: Go to Tools > Internet Options > Content Tab > Settings next to AutoComplete stores previous entries on webpages and suggests matches for you. Deselect the "Usernames and passwords on forms" tick box.

Firefox: Go to Tools > Options > Privacy > Saved forms > Settings. Select all options in the 'Clear Private Data' window, click OK, click 'Clear Saved Form Data Now'. Uncheck 'Save information I enter in forms and the Search Bar' and click OK.

 


[1] The National Centre for the Replacement, Refinement and Reduction of Animals in Research whose office is at Gibbs Building 215 Euston Road, London NW1 2BE (“the NC3Rs”) is an independent scientific organisation, tasked by Government with supporting the UK science base through the application of the 3Rs. Though it is represented legally by the MRC, the NC3Rs is managed independently. To avoid doubt references to the NC3Rs shall mean MRC in relation to actual legal or contractual liability or obligation.