This document describes the general conditions that the RSC and the researcher must adhere to regarding the careful handling of personal data of RSC members when these are made available to the researcher in the context of being approached to participate in scientific research.
Article 1 General
- By ‘Radboud University researcher’, we mean a person who assumes responsibility for the initiation, management and/or financing of scientific research.
- Scientific research is understood to mean:
a. Research that aims to lead to new, generally applicable insights (a hypothesis, a correlation, a theory or a combination of these).
b. It is carried out according to the appropriate methodological standards for the type of research concerned.
c. Data processing for the purpose of the research does not directly lead to decisions concerning the parties involved. The results are always translated into practice.
d. The research is reproducible as far as possible*;
e. The research meets the generally recognised criteria for scientific integrity**;
f. The results are always published;
g. The supporting data is accessed in accordance with the FAIR principles***;
h. The researcher must justify why this research will contribute to the public good.
- Data is understood to mean the data as mentioned in the document ‘Information on giving consent to being approached for scientific research’, under ‘which details are shared’, more specifically concerning: first and last name, (indirect gender) and email address of the RSC member.
* Goodman, S.N., Fanelli, D. & Loannidis, J.P.A. e.a., ‘What does research reproducibility mean?’, Science Transnational Medicine 2016, Vol. 8, Issue 341, pp. 341, see: http://stm.sciencemag.org/content/8/341/341ps12.
** https://www.knaw.nl/shared/resources/actueel/bestanden/nederlandse- gedragscode-wetenschappelijke-integriteit-2018-nl
*** Fair data does not mean ‘open data’. This only concerns the metadata catalogue, which does not contain any personal data. Conditions can be imposed on disclosure if personal data are involved, see: .Dutch Techcentre For Life Sciences, ‘FAIR Data Stewardship’, Dutch Techcentre For Life Sciences 2021, hyperlink: https://www.dtls.nl/fair-data/fair-data/
Article 2 Procedure for requesting the contact details of RSC members
The scientific researcher approaches the RSC with their Radboud University email address via onderzoek [at] rsc.ru.nl (onderzoek[at]rsc[dot]ru[dot]nl) in order to request the personal data of RSC members who have given their consent to be approached for possible participation in scientific research.
The functional administrator of onderzoek [at] rsc.ru.nl (onderzoek[at]rsc[dot]ru[dot]nl) informs the scientific researcher of the criteria for the request (see Article 2.3.) and the general terms and conditions that apply by attaching these to an email and by referring to the external website where the general terms and conditions for the scientific researcher are included.
The request of the scientific researcher will be sent by email to onderzoek [at] rsc.ru.nl (onderzoek[at]rsc[dot]ru[dot]nl) and contains the following information:
a. The researcher’s name; and
b. The name of the faculty to which the researcher is affiliated; and
c. The name of their supervisor; and
d. The title of the research.
The researcher may not give additional criteria or instructions to the RSC to sort, filter, structure or otherwise process the requested personal data.
The request is checked by the functional administrator who manages the email of onderzoek [at] rsc.ru.nl (onderzoek[at]rsc[dot]ru[dot]nl) as to whether it contains the elements described in Article 2.2. The RSC’s person with ultimate responsibility is informed by the functional administrator of the researcher’s request.
The request will be granted if it meets the criteria described in Article 2.2. The decision is communicated to the requestor (scientific researcher) via email.
The researcher’s request will only be kept by the RSC for as long as necessary. The duration of the retention period of the request is linked to the duration of the validity of the consent of the RSC member.
After the request has been approved, the requestor (scientific researcher) will receive an email as soon as possible, stating that an encrypted download has been made available via SURFfilesender for a limited period of time. The URL in the email refers to the page where the file containing the personal data as described in the document ‘Information on giving consent to be contacted for scientific research’ and Article 1.3 can be downloaded. The requestor must download the file within the RU network within five (5) working days. The file must not leave the RU network environment under any circumstances.
Article 3 Obligations of the researcher
The researcher must read the general terms and conditions and submits a request that meets the requirements set out in Article 2.3.
After receiving the file via SURFfilesender, the researcher must download the file as soon as possible, but in all cases within five (5) working days. If the file is not downloaded from SURFfilesender within five (5) working days, the file will automatically be deleted and the researcher has to submit a new request to the RSC.
The researcher must, in keeping with Radboud University research guidelines, not keep the downloaded file longer than necessary within the RU network (environment).
Based on the received file, the researcher will approach the RSC members as soon as possible; following this contact, the downloaded data will be immediately and irreversibly deleted. If the researcher delegates the approaching of RSC members to another person within their research team, that person must comply with the requirements set out in this article.
If the researcher makes the requested data available to their research team, access will be restricted to a small number of people within the research team. In this, the researcher must comply with the requirements imposed by the General Data Protection Regulation (GDPR), (the Dutch Medical Treatment Contracts Act, if applicable) and other relevant privacy regulations.
The researcher may not make the data shared by the RSC available to any third party or third parties who are part of their research team, but who are not Radboud University staff members. In this instance, ‘make available’ is understood to mean forwarding/transmitting/making accessible the file containing personal data of RSC members who wish to be approached for participation in scientific research.
The researcher will approach a member of the RSC for participation in their research by email only. The data will not be used for other purposes, such as (but not limited to) newsletters.
a. If the researcher sends a group email to recruit participants for their research, the researcher should include the members of the RSC in the BCC so that no member of the RSC has access to the personal data of other members.
The researcher provides the interested RSC member with sufficient written and/or oral information about their research, so that a potential participant can make an informed decision about participating in the research.
The researcher is responsible for deleting the data after the period specified in Article 3.2 has expired, and will provide proof of this deletion at the request of the Local Privacy Officer and/or Data Protection Officer at Radboud University.
If, at any time, there is reasonable doubt as to the careful handling of data by the researcher, the Local Privacy Officer of Radboud Services and/or the Data Protection Officer of Radboud University may request further information and the researcher must comply with such a request.
If, at any time, a complaint is received and/or a privacy request is made in the context of the approach for participation in the research, the researcher will cooperate so that the complaint or privacy request can be dealt with.