Privacy & cookies

Our privacy notice and the way in which cookies are used on this website

PRIVACY

[Last updated: 30 May 2018]

Introduction

The General Data Protection Regulation (GDPR) is a Europe-wide law that replaces the Data Protection Act 1998 in the UK. It is part of the wider package of reform to data protection that includes the Data Protection Act (DPA) 2018. The GDPR and DPA 2018 set out requirements for how organisations will need to process personal data from 25 May 2018.

This website for the European Long-term Ecosystem Research (eLTER) community is provided by the UKRI/Centre for Ecology & Hydrology. CEH is manages this website and the eLTER e-news service. This privacy notice tells you what to expect when CEH collect your personal information in the course of providing these services for eLTER.

This privacy notice will be revised as required. You are encouraged to revisit the privacy notice regularly to read the latest version.

Please read the following carefully to understand our views and practices regarding your personal data and how we will process it. By visiting www.lter-europe.net you are accepting and consenting to the practices described in this policy.


The name and contact details of our parent organisation

UK Research and Innovation
Polaris House
Swindon
SN2 1FL

Please see the UKRI privacy notice.

The Centre for Ecology & Hydrology (CEH) is part of the Natural Environment Research Council (NERC) which is one of nine partners within UK Research and Innovation. For more information visit www.ukri.org. and www.ceh.ac.uk.


The name and contact details of our data protection representative

The CEH Data Protection Officer is Mark Hinder - UKRI NERC


The lawful bases by which we may collect and use personal data

This section of the privacy notice provides information on: the purpose of the data processing; the lawful basis for the processing; further information where the lawful basis is legitimate interests for the processing; the categories of personal data obtained (if the personal data is not obtained from the individual it relates to).

We use the following lawful grounds for processing personal information to support our work when we carry out processing in pursuit of our purposes laid out in Article 93 of the Higher Education and Research Act 2017:

  • Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • Legitimate interests: the reason for the processing is clearly defined, is necessary, is reasonable and has minimal privacy impact
  • Consent: cases in which you provide us with personal information in order to receive a service such as downloading data or subscribing to our news mailing list.

The personal data we may collect from you

When you communicate with eLTER, visit our website or use our services, we may collect and process your personal information, as described in this section.

When you visit our website

Our website is www.lter-europe.net. Affiliated to this is the DEIMS-SDR, https://data.lter-europe.net/deims/. DEIMS-SDR is hosted by CEH but the content is managed by other members of the eLTER community. It carries a separate privacy notice.

When you use our websites we may collect the following information about you:

  • The IP address used to connect your computer to the Internet
  • Your time zone setting
  • Your Internet provider
  • The full Uniform Resource Locators (URLs, i.e. web page addresses) of pages you visit
  • Files you download
  • Page response times
  • Length of visits to pages
  • Page interaction information (such as clicks, downloads, web form submissions).

 

This information is logged by Google Analytics, a service we use solely to help us understand visits made to our websites and to help us improve our websites. We will use this information to provide the best possible service to our web users. It allows us to administer our site, including our efforts to keep it safe and secure, and to carry out internal operations including troubleshooting, data analysis, testing, and statistical research. This means we can improve our websites to ensure that content is presented in the most effective manner for you. Further information about Google Analytics is provided below in the ‘Cookies’ section. The lawful basis by which this information is collected and used is legitimate interest.

Where you are asked to complete a form on our website in order to obtain a service or product or to create a user account, you may be asked for details including your name, address, email address, telephone number, and organisation. The details you provide will be held by CEH for the purpose(s) described at the point of collection. The lawful basis by which this information is collected and used is consent.

Cookies: Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. For detailed information on the cookies we use and the purposes for which we use them, see the cookies notice below.

Links: Our site contains links to other websites. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy notices and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services. Please check these policies before you submit any personal data to these websites or use these services.

When you subscribe to our e-news service (eLTER newsletter)

Our e-news service is provided as a way to inform people by email about eLTER and related activities. In order to provide this service to you, the minimum information we collect is your email. Detailed privacy information is provided on the sign-up form. The lawful basis by which this information is collected and used is consent.

You will be advised as to how you can withdraw your consent when subscribing and when you receive a bulk email via the mailing list.

Our mailing list provider is Mailchimp. There is more information about Mailchimp in the next section.

When you contact us

When you get in touch with us by email, phone or in writing, we may need to store the personal information you provide, such as your name, email address, postal address and phone number. This enables us to contact you, for example to help answer an enquiry. For example, when you send us an email, this will be stored on our email server. Such contact information will only be disclosed to others (e.g. by forwarding your email) where that is necessary to help you with your request. The lawful basis by which this information is collected and used is consent.

When we provide you with a website user account

A limited number of individuals may be given access to the website in order to add and maintain content. In these circumstances it will be necessary to store your name and email address in a website's user management database, in order to provide you with a user account. the lawful basis by which this information is collected and used is public task.


The details of transfers of personal data to third parties or organisations outside the UK and EEA

We will inform you of circumstances in which we may need to share your data with third parties, i.e. beyond CEH, and we will only share personal data where there is a clear need to do so. Unless otherwise indicated, your information is processed in the UK and European Economic Area (EEA). In those instances where your information is being processed outside of the UK or EEA, we work with our partners to do all we can to ensure your personal data is processed in line with the data protection requirements of GDPR.

The eLTER website and the DEIMS-SDR website are hosted by CEH in the UK.

The eLTER community may, at any given time, be involved in projects and initiatives. During the course of these activities it may be necessary for CEH to share contact information with their coordinators and/or with other participating institutes, for example to communicate about the project/initiative. These partners are located within the UK and the EEA. The current project/initiatives where this applies are:

  • The LTER-Europe network, currently chaired by Michael Mirtl of the Austrian Environment Agency
  • eLTER H2020, coordinated by the Austrian Environment Agency

 

Note that the Austrian Environment Agency uses personal information in the course of eLTER-related work in ways that are governed by their own privacy policy.

Mailchimp (based in the USA) is currently the data processor for our e-news mailing list. Mailchimp is certified by the EU-US Privacy Shield. You can view Mailchimp’s privacy information at their website.


The retention periods for the personal data

Personal data retention is guided by the UKRI retention schedule. Science Research project records may be kept for 10 to 20 years after the project is completed or in exceptional circumstances will be retained permanently.


The rights available to individuals in respect of the processing

The GDPR provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erasure
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling.

 

For further details on the rights of individuals please visit the ICO guide to GDPR.

The right to withdraw consent (if applicable)

Where your personal data is processed using consent as the lawful basis, you have the right to withdraw consent at any time. You will be informed about the ways you can withdraw your consent.

The right to lodge a complaint with a supervisory authority

Initially please raise your concern with the eLTER communication contact, Dr Andrew Sier, at CEH via email (arjs@ceh.ac.uk) or telephone (+44 (0)1524 595800). Any continuing concerns you may have can be raised with the CEH Data Protection Officer is Mark Hinder - UKRI NERC

If UKRI/ CEH has not resolved your information rights concern you can raise the matter with the Information Commissioner’s Office via live chat or by phoning 0303 123 1113.


Provision of Privacy Information

We provide privacy information in a variety of ways including providing individuals with privacy information at the time we collect personal data from them or notifying individuals at a later date. If we obtain personal data from a source other than the individual it relates to, we provide them with privacy information:

  • Within a reasonable of period of obtaining the personal data and no later than one month
  • If we plan to communicate with the individual, we will provide privacy information at the latest when the first communication takes place
  • If we plan to disclose the data to someone else, we will provide privacy information at the latest when the data is disclosed.

How we provide privacy Information

When providing our privacy information to individuals, we use a combination of appropriate techniques. We aim to provide privacy information in a way that is:

  • Concise
  • Transparent
  • Intelligible
  • Easily accessible; and
  • Uses clear and plain language.

Changes to privacy information

We regularly review and, where necessary, update our privacy information. If we plan to use personal data for a new purpose, we will update our privacy information and communicate the changes to individuals before starting any new processing.


Register of processing activities

 

  • UKRI/ NERC/ CEH undertake an information audit to find out what personal data we hold and what we do with it
  • UKRI/ NERC/ CEH put ourselves in the position of the people we’re collecting information about
  • UKRI/ NERC/ CEH will carry out user testing to evaluate how effective our privacy information is.

 

COOKIES

[Last updated: 30 May 2018]

Introduction

When we provide services, we want to make them easy, useful and reliable. Where services are delivered on the internet, this sometimes involves placing small amounts of information on your device, for example, computer or mobile phone. These include small files known as cookies. They cannot be used to identify you personally.

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.

You can manage these small files yourself and learn more about them through advice on AboutCookies.org (external link).

Our use of cookies

Here we describe – to the best of our knowledge – cookies which may be set on your computer when you visit this site or use some the third-party plugins. Note that if you click a link or button which takes you to another site, cookies may be set by that website. These cookies are not described here.

Cookies for improving service

This site uses the Google Analytics service. Google Analytics sets cookies to help us accurately estimate the number of visitors to the website and volumes of usage. This allows us to ensure that the service is fast and available when you want it.

Name: _utma
Typical content: randomly generated number
Expires: 2 years

Name: _utmb
Typical content: randomly generated number
Expires: 30 minutes

Name: _utmc
Typical content: randomly generated number
Expires: when user exits browser

Name: _utmz
Typical content: randomly generated number and info on how the site was reached (e.g. directly or via a link, organic search or paid search)
Expires: 6 months

For further details on the cookies set by Google Analytics, please refer to the Google Code website.

Third party cookies

When we provide links to third party services we think you will find useful, they may place a cookie on your device to make their service easier to use. The third party services on this website are listed below, with links to their privacy policy where available:

  • Google Map - Google Map will place cookies (named PREF and NID) on your device when you visit a page on this website that contains an embedded Google Map.

 

Cookies used when you log in to the website

Some users have accounts and can log in to this website. When a user logs on with a username and password, this site – which uses the Plone Content Management System – uses a cookie so the user does not have to log in each time he or she visits a new page. To our knowledge, the following cookies are related to Plone’s user login function:

Name: _ac
Typical content: random number
Expires: when user exits browser

Name: _ZopeId
Typical content: random number
Expires: when user exits browser

Name: areYourCookiesEnabled
Typical content: a number (e.g. 1) – presumably a status flag signalling whether or not the user’s browser is accepting cookies
Expires: when user exits browser

 

Summary of terms

You may encounter some of these terms if you read more about cookies.

Browser: Used to locate and display web pages via a software application.

Cookie: Message given to a web browser by a web server. The message is then stored by the browser at a location on the user's hard disc. Each time the browser requests a page from the server, this message is sent back.

Cookies are often used to identify users and personalise their visit by customising web pages for them for example by welcoming them by name next time they visit the same site. A site using cookies will usually invite you to provide personal information such as your name, e-mail address and interests.

IP (Internet Protocol): All networks connected to the internet speak IP, the technical standard which allows data to be transmitted between two devices. TCP/IP (Transmission Control Protocol/Internet Protocol) is responsible for making sure messages get from one host to another and that the messages are understood.

IP address: If you are connected to the Internet you have one, for example it may look something like this: 198.184.98.9

Web Server: Delivers (serves up) web pages to your computer.

Active Server Pages: Dynamic (interactive) web pages which include web feedback forms, login pages and pages which connect to a database.

Session State: A way of remembering you between active server pages.