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Condensed Worldwide Cancer Research Privacy Policy for our Research Funding
  1. Scope

This Privacy Policy applies to personal information collected by Worldwide Cancer Research. The purpose of this document is to provide you with a succinct overview of how we handle your personal information. Both this Condensed Privacy Policy and the complete Privacy Policy were last updated on 24th May 2018.

  1. Personal Information Handling Practices
How is personal information collected?
The majority of personal information is given to us directly by you.  We do sometimes collect personal information from a third party or from a publicly available source, but only if; the individual has consented to such a collection or would reasonably expect us to collect their personal information in this way, or if it is necessary for a specific purpose.  Click here for more information.

Use and disclosure of your data
We know your personal information is important and we are committed to being transparent regarding how and why we use it.  Your personal information will be used to help us deliver our charitable purposes – funding the best research into any type of cancer anywhere in the world.  Click here to see a summary of the different reasons we will need to use your information, depending on your relationship with us.

We may need to pass on your information in order to fulfil the business purposes of the charity.  You can be assured we only work with third parties who treat data as securely as we do.  Click here for more information.

Data Security
At Worldwide Cancer Research we takes steps to protect the personal information we hold against loss, unauthorised access, modification or disclosure, and against other misuse.  For more information see our commitment to keeping your data safe.  
  1. Your Rights
You can access the personal information we hold about you, and you can ask us to correct the personal information we hold about you at any time. Click here for more information.  
  1. Our Obligations
We are legally obliged to have a lawful basis for collecting and using your personal data.  This means that we are only allowed to contact and use your data if:
  • You have given us consent, or
  • We have formed a contractual relationship, or
  • It is within Worldwide Cancer Research’s legitimate interests to do so.
Click here for more information on our obligations.  
  1. How to contact us
Please contact us by writing to Worldwide Cancer Research, Madras House, South Street, St Andrews, Fife KY16 9EH, Scotland, UK.  Alternatively you can call +44 (0)300 777 7910 or email grants@worldwidecancerresearch.org.uk

Full Worldwide Cancer Research Privacy Policy for our Research Funding

Page Last Updated: 24th May 2018. This page explains how Worldwide Cancer Research collects, uses and stores your personal information, and the ways in which we protect your privacy.  
1) Who we are

Worldwide Cancer Research is a UK charity funding research into any type of cancer, anywhere in the world. We believe the answers to cancer will not be found by one scientist, in one lab, in one country. Instead, we take a global approach to solving a local problem because cancer touches people in your city, your street, your family, but the answers could be found anywhere in the world. Cancer knows no boundaries - in outsmarting it, neither should we. We exist to fund that search for the answers to cancer, whatever it takes, wherever it takes us.

We are a registered charity, No SC022918, based at Worldwide Cancer Research, Madras House, St Andrews, Fife, KY16 9EH, Scotland, UK.

If you have any questions about how we use data, or about anything in this policy, please contact us at the address above, call +44(0)300 777 7910 or email at grants@worldwidecancerresearch.org

 
2) What we do

Worldwide Cancer Research provides funding for early stage or translational research into the causes, mechanisms, diagnosis, prevention or treatment of any type of cancer. We award funding to researchers based at research institutions worldwide. We believe this global perspective will enhance our understanding of cancer, help us find and develop more effective treatments and eventually realise our vision of a future where no life is cut short by cancer.

 
3) Our commitment to keep your data safe

At Worldwide Cancer Research we are committed to keeping your personal information safe. We collect and process data in order to carry out our charitable activity of funding cancer research. We want to reassure you that your privacy is respected and safe in our hands. Under Data Protection legislation, we have a legal duty to protect any personal information we collect from you. We use leading technologies to safeguard your data, and keep strict security standards to prevent any unauthorised access to it.

 
4) Why do we collect your data?

We know your personal information is important and we are committed to being transparent regarding how and why we use it. Your personal information will be used to help us deliver our charitable purposes – funding the best research into any type of cancer anywhere in the world.

 

Lawful Processing

We are legally obliged to have a lawful basis for collecting and using your personal data.

This means that we will only collet and use your data if:

  • You have given us consent or
  • We have formed a contractual relationship or
  • It is within Worldwide Cancer Research's legitimate interests to do so.

Consent

Where you have provided your consent for us to keep your personal data, we will use this basis to store and process those details. You have the right to withdraw consent at any time by getting in touch with us. See section 11 below.

Contractual Relationships

If you apply for a research grant, we will store and process all of the personal information received in that research grant application on a contractual basis, whether your application is successful or not (in accordance with our application handling procedures and our Terms & Conditions of Award (visit our website for further details).

We will use your personal data for legal, personnel, administrative and management purposes including the payment of grant expenses.

 

Legitimate Interests

Sometimes it may not be practical to ask an individual for consent. In these situations, the law states that personal data may be legally collected if this is necessary for a legitimate business interest – as long as it is used fairly and without affecting your individual rights. We will never use your personal data unless we have ensured that it is fair and balanced to do so, it is within your expectations and it is not unduly intrusive. If you wish to change the way your personal data is used for research funding purposes, simply contact, grants@worldwidecancerresearch.org.

We believe the following summarises our main legitimate interests in relation to research funding:

  • General administrative purposes, such as responding to enquiries, and expense claim payments.
  • Our external review processes, used to assess research grant applications and make funding decisions.
  • Analysis and segmentation of our grant application and award information to help inform our strategy, and monitor and improve our effectiveness.
  • Tracking the outputs and impact of our research funding and using this information in marketing and fundraising activities.

 

 

 

 
5) How is personal information collected?

The majority of personal information is given to us directly by you. When you make an enquiry to Worldwide Cancer Research, register on our online grants system, apply for a research grant or otherwise provide us with your details, we will collect, store and may process your personal information.

Your personal information may also be given to us as part of a research grant application or in relation to a grant award by another person – for example if you are a co-applicant, or are a member of staff named on a research grant application or award. Whenever we receive your personal data in this way, the person providing us with your details is required to inform you that your personal data has been given to us. If you have any concerns about your personal data being provided in this way, please contact the person providing your details, or contact us using the details at the end of this policy.

We may also obtain your personal details from third parties or from publicly available sources for the purposes of identifying suitable experts to review particular research grant applications or to join our Scientific Advisory Committee.

 
6) How is information collected online?

When you use our website we gather information on how you are using the site.  We will use this information for analysis purposes – to ensure that we are providing you with the best information and to improve your experience. None of this information contains any of your personal data.

Our website also contains links to other sites. This privacy policy applies only to our site. Please ensure that you read the privacy policy of any site that you are transferred to that collects personal data. We will always make it clear and transparent when you are connecting to an external website.

 
7) How do we use cookies to collect information?

We only ever collect information from you that helps us ensure you get the most from your visit to our site.

A cookie is simply a text file. It is not a program and does not actively do anything on your device. As with the majority of websites, we use cookies for several reasons, the main one being to monitor and measure what visitors do on our website. This allows us to know what areas of the site are popular, how often visitors come back, where they come from, whether they are using a PC or a mobile device and so on.

Knowing how our site is being used means we can enhance users' experience in the future. If you prefer not to let us use cookie data in this way, you have two options:

  • You can adjust the settings on your internet browser to prevent cookies being downloaded. How this is done varies according to which browser you are using and we recommend you refer to the appropriate online help guides.
  • You can also opt out of receiving specifically those cookies we use to track how people are using our site.
 
8) What types of data do we collect?

Worldwide Cancer Research collect several types of personal information.  This may include your name, place of work, postal address, telephone numbers, email address, photograph, date of birth, nationality, educational history and employment history. If you contact us, we may keep a record of that correspondence.

If you provide any bank or credit card details, for example to claim expenses, we will record these financial details only for the purposes of processing the transaction or as required by law.

 
9) Who is your data shared with?

You can be assured we will never share your information with another organisation for its own marketing purposes. However, in some cases, we may need to pass your information on in order to fulfil the business purposes of the charity. In this case, you can be assured we only work with third parties who treat data as securely as we do, in line with this policy.

 

Third party agents and service providers

We may need to share your information with our third party agents and service providers who are contracted by Worldwide Cancer Research, in order to fulfil the business purposes of the charity, e.g. the software provider of our online grants system, our grants payment processing partner or our specialist intellectual property advisors.

 

External reviewers

We will share your personal data, included as part of a research grant application, with our Scientific Advisory Committee and the selected external reviewers.

 

Host institutions

If your application is successful, we will share personal data contained in the application with the institution(s) at which you will carry out your research.

 

Fundraising and marketing purposes

If your application is successful, we will use some of your personal details for promotional materials online or in our fundraising campaigns. This forms part of our award agreement.  We may use personal information such as your name and institution and promotional photographs or videos you supply to, or are taken by, Worldwide Cancer Research.

We may also contact you to request additional promotional material or to invite you to attend our events and conferences.

 

Other research organisations

We will also share details of research grant applications and awards, sometimes including associated personal data, with our funding partners and research organisations such as the Association of Medical Research Charities who monitor and regulate medical research.  This forms part of our award agreement.

We may also share your personal information where we are compelled by law to do so.

 

International data transfers

As part of our research funding processes, we may transfer your personal information to countries outside the European Economic Area (EEA). This forms part of our award agreement.  We will only transfer information outside of the EEA for the purposes of reviewing a research grant application, to seek additional funding from our international partners, for grant/expense claim payments and to the International Cancer Research Partnership, in order to enhance global collaboration and strategic coordination of cancer research.

By providing your details during the application process, you consent to this international transfer of your data.

 
10) How long do we keep your data for?

We will only store and process your personal data where we have a lawful basis to do so (see section 4).  The table below summarises the data we hold, the retention periods involved and why we hold the data.

Processing applications (contractual relationship)

 

Personal data obtained during Retention period Lawful basis
General enquiries Indefinite
(unless required by law to delete)
For administration purposes

e.g. being able to track your previous interactions with us means we can answer your enquiries more easily

(legitimate interest)

Registration on our online grants system Indefinite
(unless required by law to delete)
For administration purposes

e.g. being able to track your previous interactions with us means we can answer your enquiries more easily

(legitimate interest)

 

Application for research grant funding
i)   Personal information entered on grants system as part of an application but not submitted One month after the grant round is closed For administration purposes

e.g. this information could be useful at a later stage in the grant round

(legitimate interest)

 

ii)  Personal information entered on grants system as part of a submitted application One month after the grant round is closed Processing applications

 

(contractual relationship)

 

iii)   Unsuccessful applications

 

Indefinite

(unless required by law to delete)

For administration purposes

e.g. information from an unsuccessful application may be used if you resubmit the application.

Or for general analysis of our application data which can help inform our strategy, and to monitor and improve our effectiveness

 

(contractual relationship then legitimate interest)

 

iv) Successful applications Indefinite

(unless required by law to delete)

To administer the award or to monitor outputs and impact of our funded research.

Or for general analysis of our application and award data which can help inform our strategy, and to monitor and improve our effectiveness.

For marketing and fundraising activities.

 

(contractual relationship then legitimate interest)

v)Selection of external reviewers Indefinite

(unless required by law to delete)

For external review purposes

e.g. we hold data to help identify the most appropriate external reviewers for our applications, without external review we could not make funding decisions

 

(legitimate interest)

Grant administration
Personal information provided during the award period Indefinite

(unless required by law to delete)

To administer the award or to monitor outputs and impact of our funded research

e.g. new staff member details, personal data from progress reports.

For marketing and fundraising activities.

 

(contractual relationship then legitimate interest)

Expense claims/payments 3 months post end-date of financial year (unless required by law to delete) For processing the transaction or as required by law

 

(legitimate interest)

 
11) Your rights

Under Data Protection Legislation, you have certain rights regarding the information we hold on you as detailed below. Should any of your personal details change, or you have any questions on your rights, or you would like to make a request, please write to us at Worldwide Cancer Research, Madras House, St Andrews, Fife, KY16 9EH, Scotland, UK or contact us at grants@worldwidecancerresearch.org

Right to be Informed – You have the right to be told how your personal information will be used. This policy document details how we will use your data.

Right of Access – You can write to us asking what information we hold on you and to request a copy of that information. We will respond to you within 30 days, once we have ensured you have the right to see the requested records and we have confirmed your identity.

Right of Erasure – You have the right to ask for your all of your personally identifiable data to be deleted. Should you choose to exercise this right, we would recommend that we add you to our suppression list of people who do not want to hear from us again.

Right of Rectification – If you believe our records are inaccurate, you have the right to ask for those records concerning you to be updated.

Right to Restrict Processing – In certain situations you have the right to ask for processing of your personal data to be restricted because there is some disagreement about its accuracy or legitimate usage.

Right to Object - You have the right to stop the processing of your personal data for direct marketing or profiling purposes, or for other legitimate interests of the charity.

Right to Withdraw Consent - If you have given us consent to process your data, you have the right to withdraw this consent at any time.

 
12) Updating our Privacy Policy for Research Funding

We will update our Privacy Policy in the future to make sure it reflects our current data practices or any regulatory updates. Please visit this page to keep informed about our current data practices. Our Privacy Policy was last updated on 24th May 2018.

 
13) Who to contact if you have a concern

If you have any questions or you are not happy about something, please get in touch so we can help resolve any issues. Please write to us at:

Worldwide Cancer Research

Madras House

St Andrews

Fife

KY16 9EH

or contact us at grants@worldwidecancerresearch.org

 

If you have any further concerns about data protection, you can also contact the Information Commissioner’s Office (ICO) online or by calling +44(0)303 123 1113.