Privacy Policy

Why do we have this notice?

Our Privacy Notice will help you understand what information we collect, how we use it and what choices you have.

Terminology

When we say ‘The Lister’, ‘The Lister Institute’, ‘The Institute’ or ‘we’ – we are referring to the Lister Institute of Preventive Medicine.

Under the General Data Protection Regulation (‘GDPR’) and Data Protection Act 2018, the Lister Institute is termed the ‘Data Controller’ which means that we are responsible for how and why personal data is used. Our Director can help you with any queries with how your data is used or the information in this Privacy Notice. Please contact Sally.Burtles@Lister-Institute.org.uk.

How do we collect personal information about you?

For members of the Lister, applicants for the Lister Prize Fellowships, Fellows past and present, and committee members we only hold information that you have provided directly to us. Students’ and PhD students’ details held are those provided by the PI Fellow or Host Institution. We only hold information on Lister Pensioners and Lister Staff provided directly by them save that the level of pension received and the terms of employment, including remuneration paid are determined by the Lister.

What personal information we collect

Personal data or personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We only collect data on people with a direct association with the Lister Institute. These include:

• Staff
• Pensioners
• Members of the Governing Body
• Scientific Committee members
• Applicants for Lister Prize Fellowships
• Students on Lister Studentships
• Other researchers and staff funded through Lister Prize Fellowships
• Current Lister Prize Fellows
• Past Lister Prize Fellows
• Members of the Lister Institute
• Contractors’ names and business bank details

We collect store and use the following kinds of information.

• Name
• Qualifications and honours
• Work address (if separate business address)
• Home address (if retired or work from home)
• Email address
• Gender
• Nationality
• Date of birth
• Conflicts of interest
• Lister affiliation(s)
• Dates of Lister affiliations (start, finish etc)
• Scientific expertise
• Prize Fellowship applications
• Research proposal for Prize fellowship applications and studentship applications
• Project outline for summer studentships (if applicable)
• Location for proposed research
• Years research experience (if applicable)
• Employment applications- only for applicants
• Details on current position, research group, area of work, non-research commitments and clinical training (if applicable)-only for applicant
• CV- only for applicants
• Research expenditure- Lister Prize Fellows only
• NI Number – only for staff, pensioners and members of the Governing Body
• Salary details – only for staff and pensioners
• Pension details – only for staff and pensioners
• Tax details – only for staff and pensioners
• Bank details – only for staff, pensioners, Institutions and those claiming expenses

Special category information

• Nationality of applicants
• Section H (Voluntary personal circumstances, which may include physical or mental health information; this could also include information about how your research was impacted by Covid 19)

How we use personal information

We use personal information for a range of purposes that include the following:

• To process applications to the Lister Institute and to select Lister Prize Fellowship winners
• To process applications for studentships
• The administration of our role in the projects we fund
• To monitor appropriate use of grant funds
• To organise and manage events – in particular, our annual meeting
• To pay staff and pensioners and anyone claiming expenses
• To manage and organise our committees
• If you are or have been a Lister Prize Fellow, to invite you to act as a peer reviewer on applications
• To administer our website
• To further our charitable objectives
• To report on statistics to share with the Governing Body and Committee members
• To update the Association of Medical Research Charities of the Institute’s research and activities
• To keep a record of your relationship with us
• To send you correspondence and communicate with you, using traditional channels and via social media platforms
• To administer our websites and to troubleshoot, perform data analysis, research, generate statistics and surveys related to our technical systems
• To test our technical systems to make sure they are working as expected
• To contact you if enter your details onto one of our online forms, and you don’t ‘send’ or ‘submit’ the form, to see if we can help with any problems you may be experiencing with the form or our website
• To display content to you in a way appropriate to the device you are using (for example if you are viewing content on a mobile device or a computer)
• To audit and administer our accounts

Why do we need to use personal information?

We process personal data in connection with our charitable activities to further the understanding and progress of preventive medicine by nurturing future leaders in biomedical research. We achieve this by providing funding to facilitate the research and careers of high-quality individuals working in this field.

Specifically, we award Lister Prize Fellowships and Lister studentships. We also connect our current and past Lister Prize Fellows, members of our Governing Body and our Members through meetings and events – mainly the Lister Annual Meeting – to encourage collaboration and to share experiences and learning.

On what legal grounds do we use personal data?

Data protection law means that the use we make of personal information must have a ‘legal basis’ and the types of legal bases are set out in GDPR and in current UK Data protection legislation.

Legitimate Interest – we may use your personal information if it is reasonably necessary for us (or others) in order to conduct the business of our organisation.

This would include

• Reviewing applications for funding and selecting prize winners
• Funding successful applicants
• Organising meetings and events
• Managing our committees and sharing data with them
• Ensuring our data is accurate and up to date
• Communicating with people associated with the Lister Institute

Specific consent- This is where we ask if we can use your information in a certain way and you agree to this. Where we use your information based on consent, you have the right to withdraw your consent for any future use of your information for this purpose at any time.

Legal Obligation – We may use your personal data if there is a legal obligation on us to do so ie we need to comply with one of our legal or regulatory obligations. For example, if we need to share information with the Charity Commission.

Performance of a contract – We may use your personal information where we are entering into a contract with you or performing our obligations under that contract. For example, if we have agreed to fund your research.

Vital Interests – we may need to provide your personal information where it is necessary to protect life or health. For example, if there was to be an emergency impacting individuals at one of our events which required us to share information with emergency services.

Security – How we keep your information safe

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, technical electronic and managerial procedures to safeguard and secure the information we collect online. All information is hosted within the UK

How long we keep your information for?

We take into account various criteria when determining the appropriate retention period for personal data including:

• The purposes for which we process your personal data and how long we need to keep the data to achieve these purposes
• How long personal data is likely to remain accurate and up to date.
• Any applicable legal, accounting, reporting or regulatory requirements which specify how long certain records must be kept

Sharing your information with other organisations

We may share your information with third party organisations or individuals in connection with the purposes set out in this policy. These third parties may include:

•  If you are a researcher – scientific advisory panels, host institutions, external members of our committees, external reviewers etc
• If you are a member of the Governing Body – the Charity Commission, Companies House etc
• Meeting venues etc associated with meetings and events
• Other funders and research funder professional bodies eg Association of Medical Research Charities
• Business partners and sub-contractors who may process information on our behalf
• IT service providers
• Where we are under a legal or regulatory duty to do so, we may disclose your details to the police, regulatory bodies or legal advisors and/or where we consider this necessary to protect the rights, property or safety of the Lister Institute, its staff, or other

Keeping your information up to date

We really appreciate it if you let us know if your contact details change.

From time to time we will check with you that the information we hold on you is accurate and up to date.

Your rights

Under UK data protection law, you have rights over the personal information that we hold about you. We have summarised these below

Right to access your personal information

You have a right to request access to the personal data that we hold about you. You also have the right to request a copy of the information we hold about you and we will provide you with this unless legal exceptions apply. If you want to access your information, send a description of the information you want to see to secretary@lister-institute.org.uk.

Right to have inaccurate personal information corrected

You have the right to have inaccurate or incomplete information we hold about you corrected. If you believe the information we hold about you is inaccurate or incomplete, please provide us with details and where applicable we will correct any inaccuracies.

Right to restrict use of your personal information

You have a right to ask us to restrict the processing of some or all of your personal information in the following situations: if some information we hold on you isn’t right; we’re not lawfully allowed to use it; you need us to retain your information in order for you to establish, exercise or defend a legal claim; or you believe your privacy rights outweigh our legitimate interests to use your information for a particular purpose and you have objected to us doing so.

Right to erasure of your personal information

You may ask us to delete some or all of your personal information and in certain cases, and subject to certain exceptions, you have the right for this to be done. If we are unable to delete your information, we will explain why this is the case.

Right for your personal information to be portable

If we are processing your personal information (1) based on your consent, or in order to enter into or carry out a contract with you, and (2) the processing is being done by automated means, you may ask us to provide it to you or another service provider in a machine-readable format.

Right to object to the use of your personal information

If we are processing your personal information based on our legitimate interests or for scientific/historical research or statistics, you have a right to object to our use of your information.

If you want to exercise any of the above rights, please contact us on 0203 532 5345 or secretary@lister-institute.org.uk or by writing to us at The Lister Institute of Preventive Medicine, PO Box 2503, Watford, WD18 1AE. We will endeavour to respond fully to all requests within one month of receipt of your request, however if we are unable to do so we will contact you with reasons for the delay.

Please note that exceptions apply to a number of these rights, and not all rights will be applicable in all circumstances. For more information or more details we recommend you consult the guidance published by the UK’s Information Commissioner’s Office (https://ico.org.uk/for-organisations/guide-to-data-protection/ ).

Third Party Websites

Our website may include links to other sites, not owned or managed by us. Please note that when you click on one of these links, you are entering another site. We cannot be held responsible for the privacy of

information collected by websites not managed by us and encourage you to read the privacy statements of these linked websites as their privacy policy may differ from ours.

Cookie Policy

Cookies are simple text files stored by your web browser that provide a method of distinguishing among visitors to the website. We use cookies to identify your browser as you visit pages on our website. Cookies created on your computer by using our website do not contain personally identifiable information and do not compromise your privacy or security. Cookies allow us to gather anonymous information.

When you use the Institute’s website or social media pages (Twitter), you agree that unless you have set your computer’s browser to reject cookies, we can place them on your device and use that data in accordance with this policy.

We use Google Analytics to understand the performance of our website. This is conducted exclusively at an aggregated level and personal information (IP Address) is anonymised. All data held by Google will be deleted after 14 months. Our web server registers the IP addresses of all devices accessing our website in order to deliver content back to you.

Complaints

If you are unhappy with any aspect of how we use your personal information we would like to hear about it. We appreciate the opportunity this feedback gives us to learn and improve. If you have a complaint, please contact sally.burtles@lister-institute.org.uk.

If you are still unhappy, you also have the right to complain to the Information Commissioners Office (https://ico.org.uk/make-a-complaint/ ) the UK data protection regulator.

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Helpline: 0303 123 1113 (local rate) or +44 1625 545 745

Changes to this policy

We may change this policy from time to time. If we make any significant changes in the way, we treat your personal information we will make this clear on the Lister Institute website.