0121 414 8533 | rds@contacts.bham.ac.uk
privacy & cookie policy

National Institute for Health Research Research Design Service West Midlands

Who we are
The Research Design Service WM (RDS WM) is funded by the NIHR to provide research design advice to health and social care research in the West Midlands.

The RDS WM complies fully with the EU General Data Protection Regulations which comes into effect on 25th May 2018 and replaces the Data Protection Act 1998.

This page explains the National Institute for Health Research Research Design Service West Midlands (RDS WM) privacy policy and how we will use and protect any information about you that you give us when you visit this website.  This privacy statement only covers the RDS WM website.  It does not cover all sites that can be linked to from this site, so you should always be aware when you are moving to another site and read the privacy statement on that site.

How we use your information
When you contact us we will ask you for your contact details, which include your name and a method of contact such as your address. This personally identifiable information is stored securely by the RDS WM and only members of RDS WM staff are able to access this information. No personally identifiable information provided to RDS WM will be passed on or otherwise distributed to any third party (any organisation or person outside the RDS WM) by RDS WM staff except where individual consent has been sought and granted, or there is an overriding statutory obligation to do so.).
Your contact details and information regarding your research proposal, including draft and final applications, are collected to facilitate our advice provision. All information that you provide us with will be treated in the strictest confidence, and only used for internal RDS WM purposes unless explicitly stated.

RDS staff may also ask you for other details which may include, for example, your occupation and the organisation at which you are employed. These details will be used for various analyses of the service and in reports to other organisations. The information presented from the analyses will be anonymous and will not be linked to any personally identifiable information.
You will be asked to let us know about outcomes of your research application(s). All publically funded projects, funding minutes and decisions are made publically available and all successful applications are made available via the Europe PubMed Central (Europe PMC). If we are unable to obtain an outcome from you then we will use publically available sources, such as Europe PMC or information gained from funders to determine an application’s outcome. We use this information to help improve our service and to help inform our advice in the future as well as to report how are service is performing to our funders, the NIHR.

Subscription applies to the RDS WM monthly e-bulletin. The information you give will be used solely for the purpose specified at the time of collection and will be passed to a mailing house which will distribute the e-bulletin on behalf of RDS WM. The data cannot be accessed except by those specified above. RDS WM will solely collect data which is required for the purpose for which it is requested, or which will help to provide a more valuable service for the user.

Anyone subscribing to receive the RDS WM monthly e-bulletin can unsubscribe from receiving such information at any time either by emailing rds@contacts.bham.ac.uk

We consider some of our key stakeholders to be ‘partners’ as we work closely with them and help to provide a free of charge service to them. They help to cascade relevant information to anyone within their organisations who may find it useful. We send relevant information about events and funding streams to our partner organisations to promote and cascade, and they will do the same to us.
How to contact us
 If you wish to contact us to ensure that your contact details are correct and up-to-date or to ask for your contact information to be removed from our records, please contact us.
Should you have any complaint about the way that RDS WM processes your personal information you can make a compliant to the Information Commissioner by visiting: https://ico.org.uk/concerns or by writing to the Commissioner at:
The Information Commissioner, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

How long will we keep your data?
Whilst your proposal is ‘active’ within the Research Design Service process we will regularly check your contact details are up-to-date and maintain records of your most recent details in our secure database.

Your contact information and data in our database will be removed from our records after 10 years.

This Data protection and Privacy statement is subject to review and development and any changes will be posted on our website. This will help ensure that you are always aware of what personal information we collect, how we use it, how long we will retain it and under what circumstance, if any, we share it with other parties.

Cookie use

‘Cookies’ are small pieces of information that a website sends to your computer’s hard drive while you are viewing a website.  These pieces of information are used to improve services for you through, for example:• enabling a service to recognise your device so you don’t have to give the same information several times during one task

  • recognising that you may already have given a username and password so you don’t need to do it for every web page requested
  • measuring how many people are using services, so they can be made easier to use and there’s enough capacity to ensure they are fast
  • analysing anonymised data to help us understand how people interact with services so we can make them better
The RDS WM does not use cookies to collect personally identifiable information about you.  You have the ability to accept or decline cookies using your web browser, but please be aware that for some parts of our website to work you will need to accept cookies, otherwise the functionality of our website may be impacted.  Cookies can be removed or declined by changing your web browser settings.  The ‘Help’ function within your browser should tell you how.  You can manage these small files and learn more about them from the article - Internet Browswer cookies – what they are and how to manage them.

How does the RDS WM use cookies?
Cookies allow us to provide you with a more personal and interactive experience on our website.  RDS WM will use different types of cookies at various different pages of your use of our websites.  These cookies are:

Functionality (First-party)

 The PHPSESSID cookie is set when the Support Request form is submitted.  This is necessary for the default functionality
  • Functionality (Third-party)
  • The AddThis cookie is set on visit, without an interaction requirement.  It wraps Tweet/Like buttons that the website features.  Twitter Tweet, Facebook Like and Google+ buttons use cookies only when the user is logged into the relevant service.  These cookies are the primary responsibility of Twitter/Facebook
  • Go to Twitter (Read the Twitter privacy policy)
  • Go to Facebook (Read the Facebook privacy policy)
Analytics Cookies
The RDS WM website uses Google Analytics to track page views, referrers, on-site interactions and campaigns.  The data is not shared with external sites.  Google will use information for cross-site tracking unless users have updated/modified their Google Data Sharing page.  Google has a data policy and options for the user to opt-out entirely.
  • Go to Google Analytics (Read the Google Analytics data policies)
If you have any questions, please contact rds@contacts.bham.ac.uk
Cookie name Category Purpose More Info
Session ID cookie 1 Standard ASP.NET cookie containing the user’s session ID. Expires as soon as user navigates away
Culture cookie 2 Utilised to store the users CMS culture Type: Culture Code, Expires: 1 year
Visitor Status Cookie 2 Sets the visitor status (unknown/first visit/more visits) Type: Integer, Expires: 1 year
Current Visit Status Cookie 2 Sets the current visit status (throughout current day) Type: Integer, Expires: 23 hours
URL Referrer Cookie 2 User URL referrer. Remembers the page the user last visited. Type: Url String, Expires: 1 day
Form State Cookie 2 Utilised for a check if the form state needs to be restored. Decides if the submitted fields in the form should be repopulated. fields in the form should be repopulated. Type: Integer - ID, Expires: 10 minutes
Google Analytics 2 Utilised by Google Analytics to track visitor’s data on the website. http://code.google.com/apis/analytics/docs/concepts/gaConceptsCookies.html
Preferred Culture cookie 3 Storing details of the users preferred CMS culture Type: Culture Code, Expires: 1 year
CurrentTheme 3 Sets the current chosen theme Type: Integer - ID, Expires: 23 hours
VisitorStatus 3 Sets the visitor status (unknown/first visit/more visits). Type: Integer - ID, 1 year
Text Size 3 Used to store the text size selected by the user so as to display the site with the selected text size Type: String, Expires: as soon as user navigates away from the site

Social Network Site Cookies
The RDS WM website uses buttons so you can use Twitter/Facebook with the RDS WM website.  These websites are not controlled by RDS WM.  By using these buttons you accept the privacy policies of these websites.

Go to Twitter (Read the Twitter privacy policy)
Go to Facebook (Read the Facebook privacy policy)

Session cookies etc.
These cookies are used only for the functioning of the site – they are not sent to other sites.
Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org/.

IP address
When you visit our web pages we will collect your IP address for the purpose of both the prevention and detection of fraudulent access and misuse.