Privacy Policy for the HV Community Of Practice Evidence Hub website.

Introduction

Welcome to the privacy notice for the HV Community Of Practice Evidence Hub (https://cophv.evidence-hub.net/) ('Site'), managed by the Knowledge Media Institute at the Open University.

The Open University respects your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data when you visit the HV Community Of Practice Evidence Hub website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This website is not intended for children and we do not knowingly collect data relating to children.

It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.

This privacy notice is provided in a layered format so you can click through to the specific areas set out below.

1. Who we are

The Open University is the data controller in relation to the processing activities described below. This means that the Open University decides why and how your personal information is processed. Where this policy refers to "we", "our" or "us" below, unless it mentions otherwise, it's referring to the Open University. We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this privacy notice. Please direct any queries about this policy or about the way we process your personal information using the contact details below.

  • Email: data-protection@open.ac.uk
  • Telephone: +44 (0)1908 653994
  • By post: The Data Protection Officer, PO Box 497, The Open University, Walton Hall, Milton Keynes MK7 6AT.

2. What information do we collect about you, and how do we collect it?

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).

Information that you give to us

We collect the personal data you upload to the site via the registration form and your profile page on this Site. You can change or delete your personal information yourself at any time, by editing your profile page. However, we will always need to hold a valid email address for you in order to manage your login to this Site, for as long as you have an account on this Site. As this is a vetted website, we also ask for and need to retain, your NMC details, your employer details and your qualification. We will not share these with third parties.

Information that we collect automatically

We use our own user analytics on the Site, and we provide a subset of these to all users as analytics reports. You can see the analytic reports available by going to any user's homepage on this Site.
As part of our user activity logging we will store your IP address.

We use Google Analytics on the Site, which captures information about its usage, to help us monitor and improve it. None of the information captured by Google Analytics is personally-identifiable information - i.e., nothing that can identify you as an individual is stored.

We collect, use and share Aggregated Data such as statistical data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

3. How do we use and share your personal information?

By default, all of the personal information you upload to the Site through the registration process or from completing or editing your profile page is available to everyone who uses the Site, with the exception of your IP, addresses, your NMC details, your employer details and your qualification.
We store your email address so that we can operate the Site and contact you about the Site when we need to. We will never pass it on to anyone for marketing purposes.
We store your IP address as part of our user analytics. We will not share your IP address with anyone outside of the team operating the Site, unless required to by law.
We store your NMC details, your employer details and your qualification as part of our records for the vetting process for this site. We will not share these with third parties.
The team will use the user analytics data to help monitor and improve the Site and for research purposes.

We will not make your email address available to anyone outside the team operating the Site, unless required to by law.

This Site was created and is managed as part of an on-going line of research being conducted at Knowledge Media Institute at the Open University.
Any information available on this site could be analysed and used for research purposes. Any resultant research publications will always use anonymized data.

4. Do we transfer information outside the EEA?

Generally, information you provide to us is stored on our secure servers, or on our cloud based systems which are located within the EEA.

However, there are times when we do need to store information outside the EEA. If we transfer your information outside of the EEA, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this policy. This would either be imposing contractual obligations on the recipient of your personal information, or ensuring that the recipients are subscribed to 'international frameworks' that aim to ensure adequate protection.

5. How long do we keep your personal information for?

We will keep your personal information for as long as is necessary for us to fulfil the purposes that we describe in this policy. As a general rule, however, we will keep:

  • the personal information you provide when you register with the Site, together with any updates you make to that information through your profile page, for as long as you have an account on the Site;
  • the personal information that we collect about you and your use of the Site for as long as you have an account on the Site;

If you choose to close your account on this Site, your user record will be anonymized and your personal information will be removed. However, any content you have added to the Site will remain under an anonymized user.

6. How we look after your personal information

We are committed to ensuring that your personal information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect on-line.

7. Cookies

A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer or mobile phone browser from a website's computer and is stored on your computer's or mobile phone's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, which the site can then access when you visit it again to track online traffic flows, for example. A website cannot access cookies sent by other websites.

We use cookies in relation to certain areas of the Site. If you prefer not to receive cookies while browsing our website, you can set your computer or mobile device to refuse them, but this may impair your experience of the Site. You may find more information on cookies by clicking on the following link http://www.allaboutcookies.org.

For more detailed information on our cookie usage see Cookie use on the HV Community Of Practice Evidence Hub

8. Your rights

You have a number of rights in relation to your personal information, which apply in certain circumstances.

You have the right

  • To access your personal information that we process
  • To rectify inaccuracies in the personal information that we hold about you
In some circumstances, you also have the right
  • To have your details removed from systems that we use to process your personal data
  • To restrict the processing of your personal data in certain ways
  • To obtain a copy of your personal data in a structured electronic data file
  • To object to certain processing of your personal data by us
  • To request that we stop sending you newsletter or email digest communications.
If you are concerned about the way we have processed your personal information, you can complain to the Information Commissioner's Office (ICO).
Please visit the ICO's website www.ico.org.uk for further details.

9. Contact Us

We have appointed a Data Protection Officer who is responsible for overseeing questions in relation to this privacy notice.
Please direct any queries about this policy or about the way we process your personal information using the contact details below.

  • Email: data-protection@open.ac.uk
  • Telephone: +44 (0)1908 653994
  • By post: The Data Protection Officer, PO Box 497, The Open University, Walton Hall, Milton Keynes MK7 6AT.

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