Privacy Policy

This Privacy Policy applies solely to the King’s College London Ethics Online system (the “Website”). The King's College London Core Privacy Policy can be found here.

Reference to "we" are to King’s College London.

By accessing the Website the user consents to the collection, use and transfer of the information that you provide in accordance with terms of this Privacy Policy and the Website's Terms and Conditions.

By accessing the Website you agree to the terms of this Privacy Policy and the Website's Terms and Conditions and consent to the collection, use and transfer of the information that you provide in the use of the Website.

King’s College London is committed to safeguarding the privacy of our Website visitors and this policy sets out the basis on which any personal information we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purposes of the General Data Protection Regulation & Data Protection Act 2018 (the “Act”), the Data Controller is King’s College London of Keppel St, London WC1E 7HT.

For the purposes of the General Data Protection Regulation & Data Protection Act 2018 (the “Act”), Infonetica are the Data Processor and provide the software and web services. For information about how Infonetica manage personal data please see Infonetica's Data Processor Privacy Policy here.

We may collect and process the following data from you:

• Your operating system, browser, IP address (a number assigned to your computer to identify it on the network);
• The pages you browse;
• The referring page that led you to the current page; and
• Your software and aspects of its configuration.

Furthermore, if you contact us, we may keep a record of that correspondence

This information is available to the Website’s administrators and is used for audit purposes.

A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the browser each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We use session cookies on the Website to keep track of you whilst you navigate the Website. Session cookies will be deleted from your computer when you close your browser.

To maintain and improve the quality of the Website, we use Google Analytics. Google Analytics generates statistical and other information about the Website use by means of cookies, which are stored on user's computers. The information generated relating to our Website is used to create reports about the use of the Website. Google will store this information. Google’s privacy policy is available here.

To see more about KCL’s use of cookies, see the KCL cookie use page.

Information on controlling or rejecting cookies is available from several websites, such as http://www.aboutcookies.org. Most browsers allow you to refuse cookies – see the help section of your browser’s toolbar for further information.

What is our Legal Basis for processing your data?

How long do we keep your personal data for?

Your personal data is retained in line with KCL’s published retention schedule and the principles stated in the KCL core Privacy Notice.

Where we store your personal data

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. We will store all of your personal data on our secure servers.

Data transmission over the internet is inherently insecure, and although we will do our best to protect your personal data, neither King’s College London nor Infonetica can guarantee the security of the data you transmit to the Website and any transmission is at your own risk. Once we have received your information, we will use appropriate security procedures and features aimed at preventing unauthorised access, unlawful processing, accidental loss, destruction or damage.

You are responsible for keeping your password and user details confidential. We will not ask you for your password except when you login to the Website or when you request us to provide you with technical assistance with the Website.

The personal data you submit to the Website is collected and stored for the purposes of:

• Operation and administration of the Website;
• Enabling your use of the services available on the Website, including completing REMAS registrations; and
• Dealing with enquiries made by you relating to the Website or its use.

Your personal information will not be released to third parties without your authorisation except if the law requires KCL to share your personal data with law enforcement agencies, regulatory bodies, or we could be ordered to disclose your personal data by the courts.

Third party websites

The Website contains links to other websites. KCL encourages you to review the privacy notices of all external websites you choose to link to from the Website so that you can understand how those websites collect, use and share your information.

Any third-party sites that you can access through the Website are not covered by KCL’s Website Privacy Notice and we accept no responsibility or liability for these sites.

From time to time King’s College London may at its sole discretion amend this Website's Privacy Policy. Your continued use of the Website constitutes your acceptance of and agreement to any changed Terms and Conditions and/or Website's Privacy Policy. King’s College London will ensure that details of any such changes are posted on the Website in a timely manner.

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to the King's College London Research Governance Office at rgo@kcl.ac.uk.