Website Privacy Notice for UK Visitors

Throughout this Privacy Notice, we will refer to the University of Queensland, “UQ”, “Affiliates”, “We”, “Our” or “Us”.

This Privacy Notice applies to all personal information which is obtained and processed by UQ in respect to the operation of the FORMaT Trial.

For the purpose of the UK General Data Protection Regulation, UQ is a Data Controller.

When are We acting as a Data Controller?

This Privacy Notice provides you with information on how We manage your personal data in respect to your interactions with Us via the FORMaT Trial website.

You should read Our:

• Healthcare Professional Privacy Notice if you are a healthcare professional and working on the FORMaT Trial.
• Participant Information Sheets and Informed Consent Forms if you are a participant of the FORMaT Trial.

This website does not use any cookies or tracking technologies.

Contact Us

If you would like to exercise one of your rights as set out in this Privacy Notice, or you have a question, query, or complaint about this Privacy Notice or the way your personal data is processed, please contact Our Data Protection Officer either by phone, email, or post.

For UK residents:

• By email: formatukdatarep@uq.edu.au
• By telephone: +442037971289
• By post at: 50 Liverpool Street, London, EC2M 7PR

How does UQ collect my personal data? 

Where We are acting as a Data Controller, We may have obtained your personal data directly or indirectly through a number of channels.

We may collect your personal information directly from you when you:

• Complete a contact form on the FORMaT Trial website

What personal data does UQ collect about me? 

We collect the below categories of information when We are acting as a Data Controller:

What is the purpose and lawful basis for processing my personal data? 

Please see below for information on the personal data processed, purpose, and the applicable lawful basis:

The legal basis for processing your personal data is based on compliance with a Legitimate Interest, Legal Obligation, or your Consent that We will have requested/stated at the point the information was initially provided, therefore, We will not store, process, or transfer your data unless We have an appropriate lawful reason to do so.

We will only use your for the purposes for which We collected it, unless We reasonably consider that We need to use it for another reason (and that reason is compatible with the original purpose) or where required or permitted under relevant privacy laws.

How We keep you updated on Our products and services

We will send you relevant news about Our services in a number of ways, including by email, but only if We have a Legitimate Interest or your Consent to do so. Where We rely on Legitimate Interest, We have completed a Legitimate Interest Assessment for the processing activity, or, for data of UK residents acting in a business environment, We rely on the Corporate Subscriber exemption.

When We send you marketing by email, each email communication will have an option to object to the processing. If you wish to amend your marketing preferences or unsubscribe from these communications, you can do so by following the link in the email you receive from Us and updating your preferences, or by contacting Us at formattrial@health.qld.gov.au.

How long does UQ keep my personal data? 

The period for which We will retain personal data will vary depending on the purposes that it was collected for, as well as the requirements of any applicable law or regulation. We retain data in line with our Information Management Policy, Keeping Records at UQ Procedure and Destruction of Records Procedure.

What are my data rights and can I object to you processing my personal data? 

It is important that the personal data We hold about you is accurate and current.  Please keep Us informed if your personal data changes during your engagement with Us.

Where We are acting as a Data Controller of personal information obtained and processed by UQ in respect to the operation of the FORMaT Trial website, and under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a Data Subject Access Request).  This enables you to receive a copy of the personal data We hold about you.
• Request correction of the personal data that We hold about you.  This enables you to have any incomplete or inaccurate information We hold about you corrected.
• Request erasure of your personal data.  This enables you to ask Us to delete or remove personal data where there is no good reason for Us continuing to process it.  You also have the right to ask Us to delete or remove your personal data where you have exercised your right to object to processing.
• Object to processing of your personal data where We are relying on a legitimate interest (or those of a third party) and there is something about your 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 data for direct marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask Us to suspend the processing of personal data about you.
• Request the transfer of your personal data to another party.
• Right to withdraw Consent. In the limited circumstances where We are processing your data on the basis of Consent you have provided Us, and We have no other legal justification or obligation to continue the processing, you have the right to withdraw your Consent for that specific processing at any time.

If you object to Us using your personal data or withdraw Consent for Us to use your personal data (when We are processing your personal data based on your Consent) after initially giving it to Us, We will respect your choice in line with applicable law.

Automated decision making 

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making.

How do We protect your personal data?

The University implements appropriate security measures to adequately safeguard your Personal Data. These safeguards include, for example:

• Access to Personal Data is restricted and provided only where necessary, to those employees, agents, contractors and other third parties who have a business need-to-know.

Will UQ disclose my Personal Data to any third parties? 

We the personal data We hold about you to:

• Companies affiliated with Us when this is necessary to deliver Our services.
• Your employer or the corporate entity that you represent, solely for the purposes of providing the Services to you and/or your employer where We have a contract with your employer or the company you represent.
• Our professional advisors, such as lawyers, accountants, auditors, financial services providers, and other professionals.
• Our service providers as Data Processors on Our behalf, including IT hosting companies. We may engage other companies and individuals to perform functions on Our behalf. We use Data Processors who are third parties who provide elements of services for Us. We have Data Processor Agreements in place with Our Data Processors. This means that they cannot do anything with your personal data unless We have instructed them to do it. They will not share your personal data with any organisation apart from Us or further Sub-Processors who must comply with Our Data Processor Agreement. They will hold your personal data securely and retain it for the period We instruct. Further, they must process the personal data in accordance with this Privacy Notice and as permitted by applicable data protection laws. Examples include data storage and hosting, sending newsletters, analysing data, providing marketing assistance, and providing customer services.
• Law enforcement agencies, courts, and other relevant tribunals.

Where will my data be processed? 

Your data will be processed in Australia as UQ is based in Australia. We work with Data Processors to deliver our services. Our third-party Data Processors may be based outside your country of residence.

Where We transfer personal data to Our Affiliates or other third parties outside of the UK or European Economic Area, We will ensure that those transfers take place in accordance with the applicable data protection laws designed to ensure the privacy of your personal data, including by entering into data transfer agreements with recipients. If you would like more information about how your personal data may be transferred, please contact Us at formattrial@health.qld.gov.au.

Which third parties will process my personal data?

The table below outlines the third-party Data Processors that will process your personal data in relation to data collected from the FORMaT website:

How can I make a complaint? 

You have the right to make a complaint if you are unhappy about how your personal data is processed. Your satisfaction is extremely important to Us and We will always do Our very best to solve any problems you may have. If you remain dissatisfied, you may wish to contact the Supervisory Authority.

You have the right to complain about the use of your personal data to the local Supervisory Authority, which in the UK is the Information Commissioner’s Office.

You can find the contact details for the Information Commissioner’s Office below.

Updates and changes to this Privacy Notice

We recommend that you check this Privacy Notice regularly to keep up to date of any changes.