Psychiatry Consortium Privacy Notice

1. Scope

This notice (“Notice”) relates to all individuals whose personal data is processed in line with the requirements of the Regulation (EU) of 27 April 2016 (the General Data Protection Regulation), “GDPR”, and the UK Data Protection Act 2018. For purposes of this Notice, such individuals are called “Data Subjects”. Under the GDPR personal data is defined as:

“any information relating to an identified or identifiable natural person (the ‘Data Subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

2. Privacy Notice

2.1 Who we are

The Psychiatry Consortium (“Psychiatry Consortium”) is a collaboration of charities and pharmaceutical companies to accelerate drug-discovery in psychiatric diseases. The Psychiatry Consortium focusses on the identification and validation of novel drug targets to address the unmet therapeutic needs of people with mental health conditions.

The Psychiatry Consortium will seek to support innovative research projects which aim to generate:

  • evidence of target tractability
  • evidence of the target’s relevance to human disease
  • improved tools to support target validation and further drug discovery & development efforts (e.g. tool compounds, biomarkers, assays and models).

2.2 The Psychiatry Consortium will work collaboratively with the successful applicant/s to develop and deliver the projects in a timely manner. This will be achieved by providing access to drug-discovery expertise and capabilities, through specialised ‘contract research organisations’ (“CRO’s”), industry know-how, project management resources and project funding.

2.3 The Medicines Discovery Catapult Services Limited (“MDC”) is the managing agent of the Psychiatry Consortium. MDC work to high standards when it comes to processing personal data. MDC will comply with applicable legislation, including the GDPR and the UK Data Protection Act 2018. You can contact the MDC’s Data Protection Representative via phone, email, and post:

Phone number: 01625 238734

Compliance email address: [email protected]

Postal address:
Medicines Discovery Catapult Services Limited
Block 35, Mereside,
Alderley Park,
Alderley Edge,
SK10 4TG

3. Responsibilities

3.1 The Data Protection Representative is responsible for ensuring that this Notice is made available to Data Subjects prior to MDC and the Psychiatry Consortium collecting/processing their personal data.

All Employees/Staff of MDC who interact with Data Subjects are responsible for ensuring that this Notice is drawn to the Data Subject’s attention and, where applicable, their consent to the processing of their data is secured prior to any processing.

The Data Protection Representative will ensure that all employees/staff of MDC will receive adequate training to make them aware of when consent for processing is applicable, and when it is not, to ensure it is not sought unnecessarily, or contrary to this Notice.

3.2 What we do with your data

This Notice tells you how we, MDC, will collect and use your personal data for the purpose of assessing and managing funding applications to the Psychiatry Consortium, and supporting the project management support for the programme.

In order for us to provide this service we need to collect personal data for correspondence purposes, funding and application assessments and reviews, supporting any related legal processes such as IP or patent support, public relations and other related administration for the programme. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose and does not constitute an invasion of your privacy.

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

3.3 Marketing

In terms of being contacted for marketing purposes other than advising you of open calls for applications that you have signed up to receive, or advising you of the programme’s webinars and engagement workshops, where we do not already have a legitimate reason to do so MDC would ensure we contact you appropriately for additional consent to do this.

3.4 Processing

The personal data we will collect from/process on you are:

Personal data type: Source

(where MDC obtained the personal data from if it has not been collected directly from you, the data subject. Note: this may include personal data accessed from publicly accessible sources, such as published research, social media, or Companies House):

Name (first name, surname), for applicants, co-applicants, collaborators, research partners, inventors or key project personnel or staff resources listed or identified in project correspondence, or contact at the host institution technology transfer office Psychiatry Consortium Application Form email header, signature or footer, industry body or public directory listings, published research, programme-related reports and other documentation, patent databases, university published directories or website listings, institution contact pages, Companies House
Home and / or business address of applicants, co-applicants or key project personnel listed or identified in project correspondence, or contact at the host institution Technology Transfer Office Psychiatry Consortium Application Form, email signature or footer, industry body or public directory listings, published research, patent databases
Qualifications Psychiatry Consortium Application Form, email header, social media or industry body directory listings, published research, patent databases, university website
Email address Psychiatry Consortium Application Form, direct email correspondence, social media or industry body directory listings, published research
Qualifications, educational training details and status, membership of societies or organisations related to field of work or study, skills, professional expertise, career history, academic records, or details of patents or IP filing registrations for applicants, co-applicants or key project personnel listed or identified in project Psychiatry Consortium Application Form, email header, social media or industry body directory listings, published research, programme-related reports and other documentation, patent databases, university published directories or website listings
Contact details (personal or business landline or mobile phone number or email addresses) for applicants, co-applicants or key project personnel listed or identified in project correspondence, or contact at the host institution Technology Transfer Office Psychiatry Consortium Application Form, direct email correspondence, social media or industry body directory listings, published research, programme-related reports and other documentation, patent databases, university published directories or website listings, institution contact pages, Companies House

3.5 Types of processing and lawful bases

The personal data we collect will be used for the following purposes:

  • to fulfill our obligations around assessing application and engaging the Psychiatry Consortium members and partner CROs in the application review, in accordance with the programme function and our relevant terms and conditions;
  • to communicate with all relevant parties involved within a funded project under the wider programme in all available formats;
  • to fulfill legal, financial, tax and regulatory reporting and record keeping requirements and obligations that apply to MDC and the Psychiatry Consortium members;
  • to inform the Consortium and/or the ‘Psychiatry Consortium’s Scientific Committee’ regarding all funding applications, and support decision making processes, provide project collaboration and support, and fulfil MDC’s role as the liaison hub and neutral party at the centre of the programme.

Our legal basis for processing for processing some or all of the personal data is:

  • Contract: processing is necessary for the performance of a contract to which the data subject(s) will be party, or in order to take steps at the request of the data subject prior to entering into a contract purpose;
  • Legitimate Interests: processing may be necessary for the purpose of the legitimate interests pursued by MDC or the Consortium for the programme, or by a relevant third party, and with the assurance that such interests will not override the fundamental rights and freedoms of the data subject(s) concerned;
  • Public Interests: where applicable processing could be necessary for the performance of a task carried out in the public interest, or in order to exercise official authority vested in a data controller;
  • Legal Obligation: when processing is necessary for compliance with a legal obligation to which MDC or the Consortium are subject;
  • Consent: where applicable, and in the instance that no other lawful basis for processing exists, MDC will communicate clearly to you when this is the case, including how and why the information will be used. We will ensure appropriate, fully informed and unambiguous affirmative consent is sought and recorded from data subject(s). Data subjects may withdraw their consent at any time by contacting the contact details in section 3.1.

MDC do not envisage processing special category data in any non-anonymised or non-aggregated manner that could identify data subjects, but in the instance where any processing of special category personal data is necessary, processing will be proportionate to the aim pursued, and carried out with all appropriately suitable technical and organisational measures and safeguards to respect the fundamental rights and interests of the data subject(s).

3.6 Data sharing and disclosure

We will pass your personal data on to the relevant Psychiatry Consortium member or Psychiatry Consortium Scientific Committee members, partner CRO and any relevant third-party service providers contracted to MDC in the course of dealing with you for your funding application and subsequent funded project. The Psychiatry Consortium members are listed in the below table, and you should view their own individual privacy notices to understand how they will process your personal data.

Any third parties that we share your data with are obliged to keep your details securely, and to use them only to fulfil the outlined programme purpose, in accordance with the relevant data sharing agreements put in place, or to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with either the procedure we have set out for them or their own retention schedules, per their listed privacy notice/policy.

Applicants acknowledge that some of the Psychiatry Consortium member organisations are based or have affiliates outside of the EU/EEA. Personal data shall not be transferred outside EU/EEA or into another country which does not offer an adequate level of protection, unless such transfer is carried out in accordance with the requirements under the applicable data privacy legislation.

Unless otherwise provided for by the applicable data privacy legislation, the legal basis for transfer of personal data to a country outside EU/EEA shall be based on the EU Standard Contractual Clauses or another appropriate safeguard considered adequate under the applicable data privacy legislation.

All applications must be submitted via the Psychiatry Consortium application portal. The portal is hosted by Submittable on behalf of MDC and will ensure compliance with the relevant regulations on data protection.

The following third parties will receive your personal data for the following purpose(s) as part of usual processing activities:

 

Organisation and geographic location Safeguards that we will have in place to protect your personal data before data is shared Retrieve a copy of the assured safeguards that are in place here:
MDC and Medicines Discovery Catapult Limited – UK based organisations A Data Sharing Agreement for the Psychiatry Consortium programme Details outlined in this Privacy Notice, also in MDC’s Corporate Privacy Policy.
Alzheimer’s Research UK – UK based organisation A Data Sharing Agreement for the Psychiatry Consortium programme ARUK Privacy Policy
Biogen A Data Sharing Agreement for the Psychiatry Consortium programme Biogen Privacy Policy
Boehringer Ingelheim International GmbH A Data Sharing Agreement the Psychiatry Consortium programme Boehringer Ingelheim UK Privacy Policy
Janssen Pharmaceutica NV A Data Sharing Agreement for the Psychiatry Consortium programme Janssen, a division of Johnson & Johnson Pte. Ltd., privacy policy can be found at: https://www.janssen.com/privacy-policy
H. Lundbeck A/S A Data Sharing Agreement for the Psychiatry Consortium programme The H. Lundbeck A/S Privacy Information and Disclaimer can be found at: https://lundbeck.com/global (on the website footer)
Merck Sharp & Dohme Corp. A Data Sharing Agreement for the Psychiatry Consortium programme Details of Merck Sharp & Dohme’s Privacy Policy can be requested via [email protected]
MQ Transforming Mental Health A Data Sharing Agreement the Psychiatry Consortium programme MQ Privacy and data protection policy
Takeda Pharmaceutical Company Limited A Data Sharing Agreement for the Psychiatry Consortium programme Takeda Pharmaceutical Privacy Notice
Submittable Holdings Inc A Service Agreement is in place for the portal service provision Submittable Holdings Inc Privacy Notice and Data Processing Agreement
Microsoft Inc. Office 365 software is used widely within the Consortium (e.g. Word, Excel, Outlook etc.) A Software licence agreement for the applications is in place Microsoft’s Trust Center webpage has details of their approach to Privacy and the GDPR
MDC use HubSpot CRM as a database to process applicant accounts, invoices and  financial transactions Hubspot CRM Privacy Policy

3.7 Retention period

MDC will process personal data for as long as required for the purpose of our role and function within the Psychiatry Consortium programme.

We are required to retain some personal information in accordance with the law, such as information needed for tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data will be held in addition to these periods depending on individual business needs.

Should you wish a copy of our ‘Retention Schedule’, please use the contact details in section 2.3 of this Privacy Notice. For the retention policies and schedules of the Psychiatry Consortium members you should review their own individual privacy notices to understand how they will retain and delete your personal data.

4. Your rights as a Data Subject

At any point while we are in possession of, or processing, your personal data, you (the data subject) have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – in some circumstances you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review – in the event that MDC refuses your request under ‘right of access’, we will provide you with a reason why we have refused some or all of your request. You have the right to complain as outlined in clause 3.6 below.

Any or all of the above requests that we receive will be forwarded on should there be a third party involved (as stated in 3.5 above) in the processing of your personal data.

5. Complaints

In the event that you wish to make a complaint about how your personal data is being processed by MDC (or third parties as described in 3.5 above), or how a complaint you have made to us in relation to this processing has been handled, you have the right to lodge a complaint directly with the supervisory authority and where applicable, MDC’s Data Protection Representative as outlined in section 3.1 above.

The details for the relevant supervisory authority are:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Fax: 01625 524 510

https://www.ico.org.uk

6. Subject Access Requests

At your request, MDC can confirm what information we hold about you and how it is processed. MDC treat our responsibilities for data privacy very seriously and will ensure we take all reasonable steps to correctly identify anyone submitting a subject access request to our business, per our Data Subject Access Request Procedure.  Should you wish a copy of this Procedure please contact MDC’s Data Protection Representative using the details in section 2.3 above.