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Information about giving consent to be contacted for scientific research

Researchers from Radboud University can approach the Radboud Sports Centre (RSC) when searching for suitable participants for their sports-related scientific research. As a member of the RSC, you can also contribute to this research. If you are interested and would like to be contacted for participating in scientific research at Radboud University, you can give your consent by ticking the box.

The RSC will only share your personal data after you have given consent and after a researcher has submitted a written request in which additional conditions (see below in the Appendix) concerning careful handling of your personal data are defined.

What does my consent cover?
If you indicate that you agree to be approached for scientific research on the registration page, you give the RSC permission to pass on your name and email address (which may indicate your gender) to a researcher at Radboud University so the researcher can approach you to ask you whether you want to participate in scientific research. The researcher will then also give you more information about the particular study. Your data will only be used by the researcher(s) to approach you for participation in scientific research and not for any other purpose.

If you are approached by the researcher to participate in research, you are not obligated to do so and you do not have to give a reason for refusing. Participation is always voluntary.

Which details are shared?
After obtaining your consent, the RSC will share the following data with the researcher:

  • first name;
  • surname;
  • (your gender may be surmised indirectly from your name); and the
  • email address.

When and how is my data shared?
The RSC will only make your personal data available to the requestor (the Radboud University researcher) once they have received the general conditions about the careful handling of personal data (see below in the Appendix) and have submitted a request for retrieving the data. This obliges the researcher to handle your personal data with care.

To protect your privacy, your personal data is recorded in an encrypted file and made available to the researcher for a limited period of time (maximum 5 days) via SURFfilesender.

The sharing of the file containing your personal data between the RSC and the researcher takes place within the secure RU network. Appropriate technical and organisational security measures have been taken within the RU network to guarantee the safety of your personal data.

How long will my data be stored for?
The file containing the data that can be used to approach you for research purposes, which is created in response to the researcher’s request, is only stored by the RSC or the researcher for as long as necessary. If the file is not downloaded from SURFfilesender within five (5) working days, the document is automatically deleted and the researcher has to submit a new request to the RSC.

The researcher will contact you by email as soon as possible once they have downloaded the file containing your personal data. Once contact has been made, the downloaded data will be immediately and irreversibly deleted.

How will the researcher contact me?
In order to contact you, the researcher will use the provided email address.

How long is my consent valid for?
Your consent remains valid as long as you remain a member of the RSC. Upon termination of your membership, your consent automatically expires. However, it is also possible to withdraw consent at an earlier point in time, see ‘How do I withdraw my consent’.

How do I withdraw my consent?
As a member, you can withdraw your previously granted consent at any time by emailing the RSC (balie-rsc-cf@ru.nl). In the email, please include three personal details, such as your name, email address used with the RSC, date of birth and student or membership number. This is necessary so that the staff member can verify your identity. After the verification of your identity, your statement of consent will be deleted from our system. You will receive confirmation of this by email.

After the withdrawal of consent, there is no longer any basis for processing your personal data for the purpose of participation in scientific research.

Please note! The withdrawal of consent does not undo any of the previous processing of personal data. Consent cannot be revoked retroactively.

Your rights and contact
According to the General Data Protection Regulation, you have the right to know what personal data is being processed, for what purpose and how your data is handled.

For questions and comments about consent for being approached by a researcher, please contact the RSC’s functional administrator at: onderzoek-rsc-cf@ru.nl. More information on your privacy rights as a member of the RSC can be found in the RSC privacy statement: https://www.ru.nl/rsc/over-ons/voorwaarden/subrivacyverklaring-radboud-sportcentrum/

If you plan on participating, or are about to participate, in scientific research, the researcher will inform you about your privacy rights and who to contact about this. If this is not the case, you can find information on your general rights and contact information at: https://www.ru.nl/vaste-onderdelen/privacyverklaring-radboud-universiteit/

Appendix: General terms and conditions for providing personal data of RSC members in the context of being approached to participate in scientific research
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
1.1. By ‘Radboud University researcher’, we mean a person who assumes responsibility for the initiation, management and/or financing of scientific research.

1.2. Scientific research is understood to mean:

  1. Research that aims to lead to new, generally applicable insights (a hypothesis, a correlation, a theory or a combination of these).
  2. It is carried out according to the appropriate methodological standards for the type of research concerned.
  3. 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.
  4. The research is reproducible as far as possible;
  5. The research meets the generally recognised criteria for scientific integrity;
  6. The results are always published;
  7. The supporting data is accessed in accordance with the FAIR principles;
  8. The researcher must justify why this research will contribute to the public good.

1.3. 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.

Article 2 Procedure for requesting the contact details of RSC members
2.1. The scientific researcher approaches the RSC with their Radboud University email address via onderzoek-rsc-cf@ru.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.

2.2. The functional administrator of onderzoek-rsc-cf@ru.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.

2.3. The request of the scientific researcher will be sent by email to onderzoek-rsc-cf@ru.nl and contains the following information:

  1. The researcher’s name; and
  2. The name of the faculty to which the researcher is affiliated; and
  3. The name of their supervisor; and
  4. Title of the research.

2.4. The researcher may not give additional criteria or instructions to the RSC to sort, filter, structure or otherwise process the requested personal data.

2.5. The request is checked by the functional administrator who manages the email of onderzoek-rsc-cf@ru.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.

2.6. 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.

2.7. 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.

2.8. 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
3.1. The researcher must read the general terms and conditions and submits a request that meets the requirements set out in Article 2.3.

3.2. 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.

3.3. The researcher must, in keeping with Radboud University research guidelines, not keep the downloaded file longer than necessary within the RU network (environment).

3.4. 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.

3.5. 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.

3.6. 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.

3.7. 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.

3.8. 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.

3.9. 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.

3.10. 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.

3.11. 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.

(*1) 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.
(2*) https://www.knaw.nl/shared/resources/actueel/bestanden/nederlandse- gedragscode-wetenschappelijke-integriteit-2018-nl 
(3*) 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/