Under Data Protection legislation the Institute of Clinical Research (ICR) may hold and process personal information under certain circumstances. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

The ICR acts as the Data Controller and one of our Board Directors acts as our nominated Data Protection Officer.

1. Your personal data – what is it?

Personal data relates to someone who is living, who can be identified from that data. They may be identified by this information alone or in conjunction with other information in the data controller’s possession or likely to come into their possession.

2. How do we process your personal data?

We comply with obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: -

• To inform you of news, events, activities and members services provided by the ICR;
• To manage our employees and Office activities;
• To maintain the Institute accounts and records (including the processing of membership fees and course attendance activities);
• To administer membership records;
• To promote the interests of the ICR in the wider Clinical Research Industry and community.

3. What is the legal basis for processing your personal data?

There are different grounds by which the ICR may hold and process data.

• Explicit consent of the data subject. E.g. An individual gives consent for their contact details to be held or used to contact them or photographs of them be shared in some way;
• Where processing data is necessary for contractual reasons. E.g. Where a contract exists because someone is employed;
• To protect the vital interests of the data subject. E.g. to save life or protect them from serious harm;
• Where the processing is carried out as part of the legitimate activities of the ICR is carried out with the appropriate safeguards for the rights and freedom of data subjects, relates only to members or former members (or those who have regular contact with it in connection with its purposes); and there is no disclosure to a third party without consent;

The legitimate activities of the ICR are based on our status as a UK Government- approved Institute for research, education and training and our role as a members organisation as outlined in our Articles of Memorandum

• Where there is a necessity for the ICR to seek legal advice;
• For ethnic monitoring/equal opportunities processing.

4. Sharing your personal data Your personal data will be treated as strictly confidential and kept in a secure way. It will only be shared with others with your consent.

5. How long do we keep your personal data? We keep data in accordance with the guidance set out in our GDPR Policy. It will not be kept longer than necessary for the purposes for which it is being processed.

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Specifically, we retain membership records while they are still current; financial information and associated paperwork for up to 6 years after the calendar year to which they relate.

6. Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

• The right to request a copy of your personal data which the ICR holds about you;
• The right to request that we correct any personal data if it is found to be inaccurate or out of date;
• The right to request your personal data is erased where it is no longer necessary for the ICR to retain such data;
• The right to withdraw your consent to the processing of data at any time;
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller;
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
• The right to object to the processing of personal data, where the processing is based on the ICR legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics;
• The right to lodge a complaint with the Information Commissioners Office.

8. Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

9. Contact Details

To exercise all relevant rights, queries of complaints please in the first instance contact the Data Protection Officer at privacy@icr-global.org.

You can contact the Information Commissioners Office on 0303 1231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.