About this Privacy Notice
This privacy notice relates to the website bepartof.bradfordresearch.nhs.uk and service described in this privacy notice, which is provided by Bradford Teaching Hospitals NHS Foundation Trust to enable members of the public to give permission to be contacted by researchers about taking part in approved coronavirus (Covid-19) vaccine studies. This service is referred to in this document as the ‘Service’.
In this privacy notice, ‘we’ or ‘us’ means Bradford Teaching Hospitals NHS Foundation Trust. ‘You’ or ‘your’ means you, a member of the public who is using the Service.
This privacy notice tells you what information Bradford Teaching Hospitals NHS Foundation Trust collects and how it is used to provide the Service, including your rights and how to contact us.
What are the COVID-19 Vaccine Trials?
There are currently no vaccines to prevent any of us from being infected with COVID-19. Here in Bradford, with your help, we hope to lead the race to find one. Without a vaccine against COVID-19, we all face living with the risk that new outbreaks of the disease will continue to flare up. Rigorous testing, contact tracing and isolating at home are all helping to control the spread of COVID-19 in our community. Yet the only way to reduce its threat is for more of us to become immune to the virus, so we cannot pass it on. That’s why, given the pace and scale at which COVID-19 spreads, the rapid development of an effective vaccine is the biggest priority in world medicine.
Thanks to our proven track record as a City of Research, Bradford has been chosen to be at the forefront of the national effort to develop a successful vaccine. We are liaising closely with the pharmaceutical industry and academic institutions, who are working hard to discover a vaccine.
Our key role will be to test in real-life whether these vaccines provide immunity against COVID-19, and give us the strongest protection from becoming infected and unwell.
In the UK, the research partner of the NHS is the National Institute of Health Research (NIHR). By volunteering in this way, you will be helping researchers to carry out their studies more efficiently.
The NIHR is also running its own vaccines contacts register in partnership with NHS Digital which we are also promoting alongside our own contacts register and Service and in this way we hope to ensure that the people of Bradford and their families are at the forefront of this truly important global work. It is perfectly acceptable for you to sign up to both contacts registers if you wish.
The Service and who we are
The Service allows you to:
- Give your permission for Bradford Teaching Hospitals NHS Foundation Trust to share the details you have provided through the Service with researchers of approved UK coronavirus vaccine studies for the purposes of researchers contacting you about taking part in those vaccine studies.
- Give your permission to be contacted by Bradford Teaching Hospitals NHS Foundation Trust about
- the progress and outcomes of the coronavirus vaccine studies; and
- future developments in the Service, including to provide opportunities for you to take part in other types of health research.
- Withdraw your permissions to be contacted.
Using the information you provide to Bradford Teaching Hospitals NHS Foundation Trust through the Service, we will share your details with researchers of relevant studies so they can contact you to ask you to take part in their studies.
You are not providing permission to take part in these vaccine studies through the Service – the researchers will ask for your permission to take part once they have contacted you. There is no obligation for you to take part and you can change your mind at any time.
General Data Protection Regulation Legal Basis
Bradford Teaching Hospitals NHS Foundation Trust is the controller for the personal information collected and processed about you as part of this Service under the General Data Protection Regulation (GDPR) and Data Protection Act 2018 (DPA18).
Our legal basis for collecting, analysing, and sharing personal information is:
GDPR Article 6 (1) (e) – processing is necessary for the performance of a task carried out in the public interest.
How we use your personal information and why
To share your details and permission to contact with researchers
The personal information you have provided to us through the Service will be used by us to identify whether you may be suitable for a particular coronavirus vaccine study. Different studies will focus on research into how vaccines will work on different people. When researchers ask us for your details, we will first check, using the information you have provided through the Service, if their study is likely to be suitable for you. If a study is not likely to be suitable then we will not share your details. If a study is suitable, we will share your details provided through the Service. There is more about this below under ‘Who we share your personal information with‘.
To help researchers plan their studies and to monitor and improve the Service
We will use the information you have provided to help researchers of the coronavirus vaccine studies to plan their studies. For example, we will analyse:
- the number of people who have signed up to the Service;
- where they are located
- their age ranges
This analysis will also support us, our pharmaceutical industry partners, our academic partners, the NIHR and other relevant stakeholders and our NHS partners to promote the coronavirus vaccine studies to under-represented groups.
Anonymous statistical data produced from this analysis will be shared with researchers of the coronavirus vaccine studies, the Department of Health and Social Care, the Vaccine Task Force, the NIHR and other stakeholders, the Bradford Vaccines Group and other relevant organisations. It may also be published. This statistical data will not identify you.
To contact you
If you give us permission, your personal information will be used by Bradford Teaching Hospitals NHS Foundation Trust to keep you informed about the progress and outcomes of the coronavirus vaccine studies. We will also keep you informed about developments in the Service to provide opportunities for you to take part in other types of health research. This would include, for example, letting you know and about any changes to the Service, including any significant changes to this privacy notice. We will keep you informed by email via Mailchimp. There is more about Mailchimp below under ‘Where we store your personal information’. These emails will be general, for example, newsletters, and will not be targeted to you as a result of any of the information you have provided. You can unsubscribe at any time from receiving these emails by using the unsubscribe functionality in the email,or newsletter, but, in doing this, you will also withdraw your permission to be contacted by researchers about approved coronavirus vaccine studies.
To withdraw your permission to be contacted
If you change your mind and would like to withdraw your permission to be contacted by researchers about approved coronavirus vaccine studies, you can unsubscribe by using the unsubscribe functionality in the emails or newsletters we send you. This will withdraw your permission to be contacted by those researchers and by Bradford Teaching Hospitals NHS Foundation Trust; it will not withdraw your permission to participate in any study you may already have agreed to participate in. In order to withdraw your permission from a study you have already agreed to participate in, you will need to contact the research team associated with that study directly.
Where you withdraw your permission to be contacted by researchers about approved coronavirus vaccine studies, the information collected about you through this Service will no longer be shared by Bradford Teaching Hospitals NHS Foundation Trust with researchers. Where your information has already been shared with a researcher, you may therefore still be contacted by researchers during this time. You will not be contacted by Bradford Teaching Hospitals NHS Foundation Trust.
When you have withdrawn your permission to be contacted, the information you provided through the Service, including the withdrawal of your permission to be contacted, will be retained by Bradford Teaching Hospitals NHS Foundation Trust on its contacts register for legal reasons for 8 years. There is more about this below under ‘How long we keep your personal information for’.
Updating your details
If you need to update any of the information you have provided through the Service, you will need to use the unsubscribe functionality in an email or newsletter we have sent you and re-register for the Service with your updated information.
The types of personal information we use
We will collect various types of information about you through the Service. As you go through the Service you will be asked various questions. We have summarised below why we need this information.
Full name & telephone number
For contact purposes only.
Address & postcode
We’re asking this so researchers can contact you about vaccine studies in your area.
Where you live will also help us to identify studies that may be more suitable for you.
We will share your email address with researchers working on approved UK coronavirus vaccine studies, so that they can contact you about their study if it is suitable for you.
If you have given us permission, we will use your email to contact you about the progress and outcomes of the coronavirus vaccine studies and future developments in the Service.
Age range*
We’re asking this so we can make sure there is the right mix of people of different ages taking part in vaccine studies. This is so we can make sure any vaccines developed will work for everyone. We may also wish to target certain age groups.
*There is a requirement for you to be over the age of 18 years old. If you are under 18, you will not be able to use the Service.
Who we share your personal information with
The personal information you provide will only be shared with researchers working on UK coronavirus vaccine studies, so that they can contact you about their study if it may be suitable for you. They will only be passed your details once they have completed the application process detailed below.
The researchers will only use your information to contact you by email to invite you to take part in their study. They will contact you using their place of work’s official email address. You should carefully check the email address from any email which looks to come from a researcher of a study to make sure it is genuine. You can find further information on how to spot the obvious signs of a scam/phishing attempt by visiting the National Cyber Security Website, or Action Fraud.
If you receive an email which is not from the researcher’s work’s official email address, for example, @bthft.nhs.uk, @nhs.net,or you have concerns that the email may not be genuine, you should contact us by email bepartof.bradfordresesarch@bthft.nhs.uk
Researchers will want to agree a time to discuss the study with you in more detail. If you decide to participate in their study, the researcher will ask you to give further permission to take part in that study. You may also be asked to provide identification to the researcher so that they can verify who you are.
Researchers from approved UK coronavirus vaccine studies will be required to apply to Bradford Teaching Hospitals NHS Foundation Trust to obtain your details, including your email address, to contact you. This Service makes sure that the researchers have a legal basis under the General Data Protection Regulation and Data Protection Act 2018 to use your information, the application is relevant to coronavirus vaccine research and that it will be used safely, securely and appropriately for their study.
How long we keep your personal information for
We will retain your information for legal purposes for 8 years when we will review the situation and either destroy or retain your information for further use. If we decide to retain your information we will contact you and inform you of the legal basis for continuing at this time.
If you have agreed to participate in a coronavirus vaccine study, the study will need to keep your information for longer than this. The researcher for the study will tell you how long they need to use your information for when you agree to take part in their study. This will also be in their privacy notice.
In the meantime if you withdraw your permission to be contacted through the Service before the end of 8 years, the personal information you provided will be retained by Bradford Teaching Hospitals NHS Foundation Trust on its vaccines contacts register for legal purposes for 8 years from the date you withdrew your permission.
Eight (8) years is the time period recommended for keeping standard care records under the Records Management Code of Practice for Health and Social Care 2016.
Where we store your personal information
Bradford Teaching Hospitals NHS Foundation Trust process your personal information for this Service in the United Kingdom. We subscribe to a third party marketing tool called ‘Mailchimp’ to hold your information on our behalf. Mailchimp servers are located in the United States. See Mailchimp’s privacy notice.
Your personal information will only be shared with researchers of coronavirus vaccine studies in the UK. They may store data outside of the UK but this will only be permitted where this complies with the General Data Protection Regulation (GDPR). Bradford Teaching Hospitals NHS Foundation Trust will ensure this is allowed under GDPR when we are considering their application for access to your information. Anonymous data, for example statistical data, which does not allow you to be identified, may be stored and processed outside of the UK by those with whom we have shared anonymous data and when it is published by us.
Your rights over your personal information
You have the following rights in relation to your personal information obtained through the Service:
- the right to be informed about how your personal information is being used (be informed);
- the right to access the personal information (get access);
- the right to request the correction of inaccurate personal information (rectify or change);
- the right to request the erasure of your personal information in certain limited circumstances (erase or remove);
- the right to restrict processing of your personal information where certain requirements are met (restrict or stop processing);
- the right to object to the processing of your personal information in certain circumstances (object to processing or use);
- the right to request that elements of your data are transferred either to you or another service provider in certain circumstances (move, copy or transfer);
- the right to object to certain automated decision-making processes using your personal information (know if a decision was made by a computer rather than a person); and
- the right to raise a concern with NHS Digital and the Information Commissioner’s Office at any time (raise a concern).
More information about your legal rights can be found on the Information Commissioner’s website.
Please note that some of these rights do not apply in relation to the processing of your personal information by us through this Service due to the specific requirements and exemptions which apply to them. The rights which do apply in relation to the personal information we process as part of this Service are set out in summary form below.
Summary of your rights
Summary of your rights over your personal information
| Rights | Where we are relying on public task (Article 6(1)(e) of GDPR above) | Where we are processing for scientific research and statistical purposes in relation to anonymous statistics (Article 9(2)(j) of GDPR above) |
|---|---|---|
| Be informed | Yes | Yes |
| Get access | Yes | No |
| Rectify or change | Yes | No |
| Erase or remove | No | Yes |
| Restrict or stop processing | Yes | No |
| Move, copy or transfer | No | Yes |
| Object to processing or use | Yes | No |
| Know if a decision was made by a computer rather than a person | Yes | Yes |
| Raise a concern | Yes | Yes |
If you decide to participate in a vaccine study, you will be provided with a privacy notice by the researcher before agreeing to participate in their study. This will explain how the researcher will use your personal information and your rights in relation to this. Your rights may be different from those above.
Contact us
If you have any queries in relation to the use of your personal information in connection with the Service, or if you want to exercise any of your rights above, please contact bepartof.bradfordresearch@bthft.nhs.uk Our Data Protection Officer is Jennifer Pope, whose duties include monitoring internal compliance and advising the organisation on its data protection obligations. You can contact her dataprotectionofficer@bthft.nhs.uk
Contact the Information Commissioner
If we are unable to resolve any queries or concerns in relation to the use of your personal information in connection with the Service, you can raise your concern with the Information Commissioner. You can contact the Information Commissioner’s Office:
- using the online Contact us service
- by calling 0303 123 1113
- by writing to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF