Astbury Booking Calendar Privacy Policy

The privacy and security of your personal information is very important to us. This privacy policy explains how and why we use your personal data, and what we do to make sure can be confident about giving us your information.  

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018). When we refer to ‘the legislation’ elsewhere in this policy, we are referring to those regulations.

We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary to do so and the privacy and security of your data is assured. 

WHO ARE 'WE'?

In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to the University of Leeds, Leeds, LS29JT.

If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to cryoEM@leeds.ac.uk

WHAT PERSONAL DATA DO WE COLLECT?

We collect personal data which you provide us with. Your personal data (that is any information which identifies you, or which can be identified as relating to you personally - for example, name, address, phone number, email address, home country) will be collected and used by us, but we’ll only collect the personal data that we need. 

We collect personal data in connection with specific activities such as membership requests and equipment/laboratory space booking.

ARIA registration

The equipment booking calendar is managed using the ARIA online access management system, which was developed and is maintained by Instruct-ERIC. Users are required to register an account at ARIA in order to gain access to our research facilities. Your registration data is processed through ARIA, which is operated by Instruct-ERIC and hosted from webservers in Oxford, UK. The legal responsibility for the collected registration information is described in a Data Processing Agreement that has been signed between Astbury (the Data Controller) and Instruct-ERIC (the Data Processor). During registration your name, email address, host institute, nationality, and some additional information will be stored. The Data Processing Agreement ensures GDPR compliance at every stage of data processing.

Instruct-ERIC is based at Oxford House, Parkway Court,John Smith Drive, Oxford, OX4 2JY. It was established in July 2017 according to European ERIC Council regulation number 723/2009, implementation reference 2017/C 230/01.

HOW WE USE YOUR PERSONAL DATA

Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our website and our various services, and activities. 

1. MEMBERSHIP

We use the personal data you provide us with when registering as a user for the purpose of servicing your membership. It is provided for the purpose of fulfilling a contract. It includes, but is not limited to: administering your membership, ensuring the security of our website and services, and communicating with you about services and system notifications. We will normally contact you via email. We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services.

2. EQUIPMENT BOOKING CALENDAR

We use the personal data you provide us with when making a booking for the purpose of ensuring equipment access. It is provided for the purpose of fulfilling a contract. We will normally contact you by email. You will receive automated email confirmations upon booking being made or altered. You may also receive email updates on equipment status or other facility information from time to time. This data will be stored and used for record keeping, COVID-19 tracking and auditing purposes.

ACCURACY OF DATA

The accuracy of your information is important to us. If you change your email address, or if any of the other information we hold is inaccurate or out of date, please update your online profile, by visiting the profile management page in ARIA https://instruct-eric.eu/adm/profile/edit. If you have difficulties, contact admin@instruct-eric.org

USE OF "COOKIES" ON ARIA WEBSITE

The online booking calendar is hosted by ARIA at instruct-eric.eu. When you visit some pages on the website, your computer may be issued with a small file (a "cookie") for the purposes of managing and improving the services on the website. The cookies do not contain any personally identifying information. You can set your browser to refuse cookies or warn you before accepting them. However, some cookies are essential to the operation of the site and if you do refuse such cookies then some or all of the website may not work properly or be available to you. For example, if you refuse to accept the website authentication cookies then you will not be able to log into the website.

ARIA uses Matomo software for data analytics. The data is collected, processed and stored on our ARIA servers (see https://matomo.org/privacy/). Matamo uses some additional cookies to help us analyse how our users use our sites in order to improve the user experience. You may refuse the use of these cookies using appropriate settings in your browser. You can also prevent us from tracking you on our sites by setting “Do not track” in your browser. We have configured our analytics to respect do-not-track requests. Cookies set by Matomo start with “_pk_”. For more information about the cookies used for Matomo please see https://matomo.org/faq/general/faq_146/.

YOUR IP ADDRESS

Anonymised IP addresses are used for Matomo analytics, however Instruct-ERIC collects full IP addresses in server logs for security reasons. This information is held as a legitimate interest for the purposes of detecting and preventing unauthorised system access, and ensuring system security.

USE OF ARIA FOR ONLINE AUTHENTICATION

You can use your ARIA account for authentication for a selection of partner services including CPP4, EGI, NKI services and West-life. In choosing to authenticate using your ARIA account, you are agreeing that a small amount of personal data is shared with the partner service. This data includes your name, institutional affiliation and email address. 

YOUR DATA PROTECTION RIGHTS

Where Astbury or Instruct-ERIC is using your personal data, you have the right to request that we cancel membership and delete your personal data. You would no longer be able to log-in to the ARIA system or access membership benefits. Note that for equipment booking, we are required to maintain booking records for 10 years for auditing and reporting purposes.

RIGHT OF ACCESS

You are entitled to request a copy of the data we hold on you. In your request, you would need to provide information to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it. Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex. 

If you would like further information on your rights or wish to exercise them, please write or email us.

AMENDMENTS

We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with changes to this policy. We may notify you or significant changes to this policy by email. 

WHAT TO DO IF YOU'RE NOT HAPPY

In the first instance, please talk to us directly so we can resolve any problem or query. Contact us at cryoEM@leeds.ac.uk in the first instance. You also have the right to contact the Information Commissioner’s Office (ICO) if you have any questions about Data Protection. You can contact them using their helpline 0303 123 113 or at www.ico.org.uk.