Kingston University Data Protection Privacy Notice for the ORSEE – Online Participant Recruitment System

What is this privacy notice about?

This privacy notice explains how Kingston University collects, uses and shares your personal data (information) and your rights in relation to this data. The notice relates to our processing of personal data we hold about you regarding the ORSEE – Online Participant Recruitment System.

This privacy notice answers the following questions:

• What is the ORSEE system?
• How do we collect your information?
• What types of information do we collect about you?
• How will we use your information?
• What legal basis do we have for processing your information?
• Who will we share your information with?
• For how long do we keep your information?
• What are your rights?
• Who can you contact about your information?

Kingston University is the data controller of your personal data and is subject to the General Data Protection Regulation (the "GDPR") and the UK Data Protection Act 2018. We are listed on the Information Commissioner’s Office (ICO) register of fee payers. A copy of our Data Protection Policy is available online.

What is the ORSEE system?

The online participation recruitment system (ORSEE) allows willing individuals to sign up to active research projects within the Kingston University’s Behavioural Science Lab. It simultaneously allows researchers to advertise their experimental research project and recruit participants.

How do we collect your information?

We collect your personal data in a number of ways, for example:

• When you visit the ORSEE online recruitment platform and provide your contact details for correspondence regarding your participation in a study;
• If you decide to subscribe to the ORSEE platform so that you can be updated on upcoming studies;
• When you communicate with us by telephone, email or via our website for example, in order to make enquiries or raise concerns.

What types of information do we collect about you?

We collect the following types of personal data about you:

• Information necessary to inform selection decisions for the study such as your age and gender;
• Your contact information such as email address and telephone number;
• Your signature for payment receipt where studies are incentivized;
• A record of the studies that you take part in, because we may not want to invite you to an experiment if you have participated in a similar one already. The studies you fail to show up for are also recorded.

We may process some special category information (for example, health-related data) if you enter that into the ORSEE system.

How will we use your information?

We will only use your information to contact you about a research study you have agreed to participate in.

What legal basis do we have for processing your information?

The GDPR has a number of legal bases for processing personal data and we must identify one. For most of our personal data processing we rely on your consent, which is one of the legal bases. This relates to any personal data that you provide to us either via your use of ORSEE or any communications with us. You can withdraw your consent at any time and we will stop processing your personal data.

If we process any special category (sensitive) personal data we must identify an additional legal basis for processing. For this we rely on explicit consent.

Who will we share your information with?

ORSEE is a web-based recruitment system that is used as a tool to provide researchers with participants and individuals with the opportunity to take part in current research. Both the ORSEEE system and the data it contains are stored on Kingston University servers.

Your information will be shared with Kingston University researchers who are using the ORSEE system to find participants for studies using the Behavioural Science Lab. In some cases your details may be used by non-Kingston University researchers that are either partnered with Kingston University projects or are using the ORSEE system and the Behavioural Science Lab.

For how long do we keep your information?

We keep your information for as long as individuals wish to take part in the research studies taking place within the Behavioural Science Lab. You are able to manage your details via the ORSEE portal. We may routinely check to ensure that you still want to be considered for a research study.

How do you make sure my information remains accurate?

All your personal information added to the ORSEE system is inputted by you. We therefore ask that you ensure that your personal details are kept up-to-date.

What are your rights?

Under the GDPR and the UK Data Protection Act 2018, you have the following rights:

• To access from us the personal data we hold about you;
• To require us to correct the personal data we hold about you if it is incorrect;
• To require us to erase your personal data;
• To require us to restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent, without affecting the lawfulness of our processing based on consent before its withdrawal);
• To receive your personal data, which you provided to us, in a structured, commonly used and machine-readable format and the right to transmit that data to another controller;
• To object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights;
• To not be subject to a decision based solely on automated processing, including profiling, which has a legal effect on you.

Please note that the above rights are not absolute and we may be entitled to refuse requests where exceptions apply.

If you have given your consent and you wish to withdraw it, please contact Ms Fanni Szigetvari via F.D.Szigetvari@kingston.ac.uk

Who can you contact about your information?

If you wish to request access to the personal data we hold about you please use the contact above in the first instance. Alternatively you can use the Kingston University Subject Access Request Form available online. For any other queries about this privacy notice or how we process your personal data you can contact our Data Protection Officer by email: DPO@kingston.ac.uk or by post: Data Protection Officer, Vice Chancellor’s Office, River House, 53–57 High Street, Kingston upon Thames, Surrey KT1 1LQ.

If you are not satisfied with how we are processing your personal data, you can make a complaint to the Information Commissioner.

You can find out more about your rights under data protection legislation from the Information Commissioner's Office website.