Privacy Policy

At CryoArks, we are committed to protecting and respecting your privacy in accordance with our obligations under data protection legislation

This Policy explains when and why we collect personal information about people who visit our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page periodically to ensure that you are happy with any changes. By using our websites, you are agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to enquiries@cryoarks.org or by writing to the CryoArks Main Office (A/C Prof Michael W Bruford), Cardiff University, School of Biosciences, The Sir Martin Evans Building, Museum Avenue, Cardiff CF10 3AX, Wales, UK. Alternatively, you can telephone +44 (0)29 2087 4312.

Please note that this privacy notice does not cover links to external websites. We encourage you to read the privacy statements on the other websites you visit.

Who are we?

We are a UK consortium of biobanks, museums and universities enhancing the diversity, visibility, and availability of zoological samples for conservation and research. Our Main Office is located at Cardiff University, School of Biosciences, The Sir Martin Evans Building, Museum Avenue, Cardiff CF10 3AX, Wales, UK. Our website address is: https://cryoarks.org.

How do we collect information from you?

We will collect the information that you decide to share when communicating with us.  We obtain information about you when you use our website and our other digital channels (Twitter, Facebook, LinkedIn, YouTube), when you contact us via email or by using our website contact form, register to use our sample database and its associated portals, or submit a sample request application.

What type of information is collected from you?

The personal information we collect might include your name, address, institutional affiliation, email address, information regarding what pages are accessed and when, and samples requested. In addition to the above, when you submit a form on our website we may collect and store your internet protocol (IP) address. We collect this information to track submissions on the form to manage and administer our services. We will only keep this information for as long as necessary to fulfil the purposes we collected it for.

How is your information used?

We may use your information to:

  • respond to any enquiry you make;
  • provide you with the information, products and services that you request from us;
  • ensure that content from our website is presented in the most effective manner for you and for your computer;
  • process sample requests.

We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the activity, or as long as is set out in any relevant agreement you hold with us.

Who has access to your information?

We will not sell your data to third parties.

We will not share your information with third parties for marketing purposes.

We may share your information with:

  • Analytics and search engine providers that assist us in the improvement and optimisation of our website and social media channels;
  • With collaborating biobanks and institutions to fulfil a sample request;
  • Funders and CryoArks partners, so they can see how the CryoArks resource is being used.

We may disclose your personal information to third parties:

  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation;
  • In order to:
    • enforce any documents referred to in this policy, other agreements or to investigate potential breaches;
    • protect our rights, property, or safety, or those of our end-users, or others;
    • detect, investigate and help prevent security threats, fraud or other malicious activity.

Lawful basis for processing your information

Under Data Protection law we are required to specify the legal basis we are relying on to process your personal data.

Cardiff University is a public research institution established by royal charter to advance knowledge and education through its teaching and research activities. As such, personal data is processed on the basis that doing so is necessary for our public task, is for scientific and historical research purposes which are in the public interest, and is subject to necessary safeguards (e.g. if you request samples via our requisition form available on the website). We will use the contact details which you have provided to ensure that you receive updates on the progress of your sample request application and to follow-up on projects using CryoArks samples.

Retaining, amending and deleting personal data

We will only keep records of your personal information for as long as is reasonably necessary for the purposes for which we have collected it. You may ask us to correct or remove information you think is inaccurate by contacting us at enquiries@cryoarks.orgIf your personal details change, please help us keep your information up to date by notifying us at enquiries@cryoarks.org. We respect requests to stop processing your personal data in cases where this does not prejudice scientific research and the resource/data archiving that is in the public interest.

Your rights

You have various rights in respect of the personal information we hold about you – these are set out in more detail below. If you wish to exercise any of these rights or make a complaint, you can do so by contacting us at CryoArks Main Office (A/C Prof Michael W Bruford), Cardiff University, School of Biosciences, The Sir Martin Evans Building, Museum Avenue, Cardiff CF10 3AX, Wales, UK, by email at enquiries@cryoarks.org  or by phone on +44 (0)29 2087 4312.

Your principle rights under data protection law are:

(a) the right to access – You have the right to request access to a copy of the personal information that we hold about you, along with information on what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision making. You can make a request for access free of charge. Please make all requests for access in writing and provide us with evidence of your identity.

(b) the right to rectification – You can ask us to change or complete any inaccurate or incomplete personal information held about you

(c) the right to erasure – You can ask us to delete your personal information where it is no longer necessary for us to use it, you have withdrawn consent, or where we have no lawful basis for keeping it

(d) the right to restrict processing – You can ask us to restrict the personal information we use about you where you have asked for it to be erased or where you have objected to our use of it.

(e) the right to object to processing – You can object to our processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.  Please contact us as noted above, providing details of your objection.

(f) the right to data portability – You can ask us to provide you or a third party with some of the personal information that we hold about you in a structured, commonly used, electronic form, so it can be easily transferred.

(g) the right to withdraw consent – If you have given us your consent to use personal information (for example, when requesting samples), you can withdraw your consent at any time.

Cookies

We use Google Analytics, Twitter Analytics and Facebook Insights to help us understand how visitors are using and engaging with our website and social media channels. These tracking tools use cookies to collect information and report website/social media usage statistics, which allows us to make improvements to our web services and your online experience. This information is only processed in a way which does not identify anyone. We do not make, and do not allow these third-party services to make, any attempt to find out the identities of those visiting our website. The information generated by the cookies about your use of the CryoArks’s website and social media channels will be transmitted and stored by Google, Twitter and Facebook on servers in the United States. For more information about Google’s privacy policy in regards to Google Analytics, please visit www.google.com/policies/privacy/partners/, for Twitter consult https://twitter.com/en/privacy and Facebook go to: https://www.facebook.com/policy.php.

Changes to this privacy policy

We keep our privacy policy under regular review. Please visit this page periodically in order to keep up to date with any changes. This privacy policy was last updated on 8th of June 2020.

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