Privacy Notice for Optimise Cohort Study Participants

Privacy Policy – Website

[https://www.optimisediet.org]. This site is operated by the University of Oxford. We are committed to protecting the privacy and security of your personal information (‘personal data’).

This privacy notice describes how we collect and use your personal data during your use of our site, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation. 

Who is using your personal data?

The University of Oxford is the “data controller” for the information you provide to us when visiting this website. This means that we decide how to use it and are responsible for looking after it in accordance with the GDPR.

Access to your personal data within the University will be provided to those staff who need to view it as part of their work in connection with the Optimise Cohort Study. 

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Glossary

Where we refer in this policy to your ‘personal data’, we mean any recorded information that is about you and from which you can be identified. It does not include data where your identity has been removed (anonymous data). Where we refer to the ‘processing’ of your personal data, we mean anything that we do with that information, including collection, use, storage, disclosure or retention. 

Types of personal data

In connection with the Optimise cohort study, the personal data that we process will include your email address, your participation in the Optimise cohort study, your self-reported age, gender, ethnic group, highest educational qualification, how many people live in your household, annual household income, self-efficacy in regards to meat-free efficacy, meat identity and meat reduction motivation. In addition, any information provided by you in any free text forms on the Optimise website will be collected.

Purposes for which we process your personal data

We are processing your personal data for the purposes of conducting the Optimise cohort study in accordance with the participant information sheet. This may include monitoring and/or auditing of the study to ensure the research is complying with applicable regulations. The results from this study will help us to provide support to other people across the UK who are looking to reduce their meat intake. The results may be published in scientific journals or presented at research meetings. 

Where we store and process your data

All data for the study will be collected through the Optimise website. The website was developed by a thirdparty vendor, One Ltd, who have successfully completed the University’s Third Party Security Assessment. Our website is hosted on 123-reg.co.uk secure servers. The website will allow us to download the data securely once the study is finished. The data will be stored on the Medical Sciences Division (MSD) IT secured server and will only be accessible by members of the research team. Data security measures will follow the MSD IT Services Security Policy (https://www.medsci.ox.ac.uk/files/supportservices/msd_it_security_policy.pdf). The data will then be deleted from the study website’s server. At time of download from the website’s server, the data will be pseudonymised using participant IDs and we will not have access to any other identifiable data.

Sharing your data

Your individual data will never be made publicly available. However, anonymised data may be shared through secure, private channels with other researchers in the interest of open and transparent science.

How long do we keep your data?

Once you have completed the nine-week programme, we will destroy any information that could identify you. The de-identified research data and records will be stored securely for up to 10 years and then deleted. 

What is the legal basis for processing your data according to GDPR?

The University of Oxford is using your personal details for research purposes, it will only process personal data as necessary to undertake research that is being carried out in the public interest. Under data protection law the “legal basis” for processing your personal data is GDPR article 6(1)e. This project was reviewed by, and received ethics clearance through, the University of Oxford Central University Research Ethics Committee (R74130/RE002).

Your rights

Full details on your rights to access and modify personal data are available at: https://www1.admin.ox.ac.uk/councilsec/compliance/gdpr/individualrights/. You are free to withdraw from the programme at any point in time for any reason. Should you wish to stop following the programme, you can request for your account to be deleted (see the ‘My Profile’ section on the bottom right of the page). Once your account is deleted, you will no longer receive emails from us, and all information we have stored from you will be destroyed.

Complaints

If you wish to raise a complaint about how we have handled your personal data, you can contact our Data Protection Officer, data.protection@admin.ox.ac.uk, who will investigate the matter. If you are not satisfied with our response or believe we are processing your personal data in a way that is not lawful you can submit a complaint to the Information Commissioner’s Office https://ico.org.uk/concerns/handling/.

Contact us

If you would like to contact us directly for more information about how we process and protect data collected for research, please email: optimise-study@phc.ox.ac.uk 

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