Last updated: 19th July 2018
Your privacy is very important to us, which is why we make sure you are always in control of what we do with your personal information.
The purpose of this Notice is to tell you what information we collect from you as a data subject, how and when it may be collected and what happens to it. For the purpose of this Notice “we”, “our” and “us” refer to The Royal Society of Chemistry (and each of its subsidiaries) as an organisation (also referred to as “RSC”). Transmission of information online is not 100% secure and we cannot guarantee the security of data sent to us in this way. Transmission of data over the internet is at your own risk.
RSC is a data controller and our address for contact is:
The Royal Society of ChemistryThomas Graham House (290)Science Park, Milton Road, Cambridge, CB4 0WF
Our Data Protection Officer is David Barr, he can be contacted via telephone (01223 420066), e-mail ( DPO@rsc.org) or in writing at the address above. If you have a specific question about this Notice or how we use your personal information, you should contact us via the contact methods set out above. Please mark your communication as “Data Protection Enquiry”.
This Notice only applies to:
Third party websites and services we link to through our websites have their own privacy policies, independent of the Royal Society of Chemistry. We hold no responsibility or liability for those independent policies and encourage you to review the privacy policies of any third party website you visit.
This Privacy Statement explains in general terms how we seek to comply with data privacy laws and regulations, including but not limited to the General Data Protection Regulation (“Regulation”).
We collect information to provide you with a better experience of using our websites and applications, amongst other reasons (see the “How will we use your information?” section below). In order to provide you with access to our services or data within our websites and applications, we may require that you provide certain personal information. This information may include:
This will depend on the reason we are collecting your personal information. Our processes for collection are:
We will not sell your information.
We may disclose your personal information to third parties if we are under a duty to disclose or share it, in order to comply with any legal regulations, good governance obligations, in order to enforce or to protect our rights, property, or safety, that of other persons with whom we have a business relationship, or to purchasers or prospective purchasers in relation to a disposal of our business or assets.
We may use third party service providers to support our provision of our services. Such will relate to business functions, including (without limitation) IT support, hosting our data on cloud platforms, legal, accounting, audit, consulting and other professional service providers, and providers of other services related to our business.
Portions of our services may be provided by organisations with which we have a contractual relationship, including subcontractors, and, accordingly, your personal information may be disclosed to them. We only provide these organisations with the information that they need to be able to perform their services. We will have in place an agreement with our service providers which will restrict how they are able to process your personal information.
We will collect and process your personal information in accordance with this Notice.
If you make an enquiry via our website, on the telephone or via email, or via any third party, we will collect the information you provide to us, together with any information provided by that third party.
We will process your personal data:
We want to share information and news about our products and services with you. We can do this in various ways including e-mail, post, phone or social media (or such other method(s) as may become relevant) but only if you would like us to.
In accordance with applicable laws and lawful basis for processing, we may use your personal information to provide you with direct marketing information about our products and services as well as those of third parties and to take part in our marketing research.
We will ensure that any direct marketing from us and which is sent by electronic means will provide a simple means for you to stop further communications, in accordance with applicable law. Once you have provided your express consent for us to contact you on our behalf, or on behalf of other organisations, there are a number of methods available to you in order to change your preferences, to correct or update your personal information at any time by:
In addition, if we need your consent for direct marketing communications under applicable law, and if you provide your consent, you will be able to change your mind at any time.
We use 3rd parties to conduct some of our email campaigns using their contact lists, such as for scientific research, scholarly publishing and scientific education and for reasons such as promoting our journal products to drive manuscript submissions and promotion of our education resources, etc. We will provide such 3rd parties with a stop list of those who have specifically opted out of receiving such emails on the proviso that this list is deleted after the campaign is completed.
In the instance that marketing material we send you is returned, we will remove your incorrect details from our systems, where possible.
If you complete a contact form on one of our websites, your query and information will be forwarded to our relevant internal team to answer and respond.
The National Chemical Database Service (NCDS) is a portal to allow access to third-party databases. We have contracts with Engineering and Physical Sciences Research Council (EPSRC) to host the service and with third-party providers to license the databases. We do not send your personal information to EPSRC or the third-party providers.
Your personal data is only used for operational purposes (such as sending service messages or resetting forgotten passwords) unless you have opted in to receive marketing messages.
It is necessary for us to gather evidence of the scientific impact of the NCDS to secure continued funding. Therefore we may occasionally contact registered NCDS users about their use of the service.
Authors submit their manuscript and personal details via online submission and peer review systems.
If a manuscript is accepted the files will be transferred to our Production system, including your personal information.
We may use your personal information to contact you to invite you to serve as a peer reviewer. We will refrain from doing this if you inform us that you do not want to take part in such activity.
Your personal information may be included in our internal tracking and archiving processes.
If you provide us with your personal data, we will ask you if you would like to receive information from us about our other activities, products and services. If you choose to opt-in to receiving this information then we may contact you regarding journal news, journal symposia, Themed Issues, nominations for lectureships and awards. You will not be automatically opted-in and if you do opt-in you can opt-out at any time.
RSC does itself carry out automated decision making or profiling. We will share email addresses, which have been given directly to RSC by data subjects, or browsing information, obtained in ways such as pixel tracking, to enable us to show tailored adverts on a third party platform, such as Twitter, Facebook, LinkedIn and Google, whom may perform profiling.
We have a procedure in place in relation to our use of images through use of photographs and video, including process for consent to use (as applicable), retention and deletion. For more information please contact our Data Protection Officer at the address shown above.
RSC operates use of CCTV surveillance cameras at these offices. Surveillance is monitored through a live feed by RSC staff within our Facilities Management and Hospitality teams. Off-site/remote access to surveillance footage is only granted to our staff and is provided securely through our IT system, subject to our off-site working practices and policies. Surveillance cameras are located in public access areas such as meeting rooms, post rooms, corridors, cafes, canteens, libraries, stairs, lifts, reception areas and fire exits. Surveillance cameras on these sites record images only; there is no recording of sound.
Our staff will have 24 hour access to the surveillance feeds and may access them during out of office hours in the case of an emergency, incident or alarm activation at our sites.
Surveillance footage is stored securely for a period of 60 (sixty) days in our UK based servers, after which time the surveillance footage is automatically deleted.
In the event of an incident or accident at either site, the footage may be downloaded by our staff and stored securely on our UK based servers in the interests of preserving evidence for any potential investigation and/or claim(s). Any such downloaded footage may also be shared with the relevant authorities, including the Police, where we are required to do so by law. We may retain footage that is downloaded and/or stored for these purposes for a period up to 6 (six) years to take into account the statutory limitation periods for any potential investigation(s) and claim(s). Once any potential investigation(s) or claim(s) has concluded, we will delete the relevant footage.
Access to the surveillance footage is limited to our staff and those third party contractors that are required to perform maintenance and servicing of the surveillance camera equipment, including ADT Fire and Security PLC (“ADT”). ADT are our chosen third party contractors for this service at both sites, however, alternative third party contractors in the same industry may be used by us to maintain and service our surveillance camera equipment in the event of an emergency or a change in our requirements. ADT, or any such third party contractor, will not have access to the surveillance footage off-site/remotely.
A cookie is text file that is stored on your computer or mobile device by a website’s server. Each cookie contains anonymised information about how you use our websites and applications, which allows us to improve your experience of using our products and services.
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Cookies by themselves cannot be used to identify you. Several types of cookie are used on our websites and applications:
These are temporary cookies that are saved on your computer or mobile device until you leave our website. They carry information across pages of our websites and applications, for instance:
These cookies remain on your computer for much longer (though how long will depend on the lifetime of the specific cookie). They are used to:
These cookies are produced by third party services we use to support your website experience. They are used to:
If you prefer, it is possible to disable cookies by modifying the settings in your browser. However, you may not be able to use all the interactive features on our websites if cookies are disabled.
Show me how to disable cookies
The following table provides guidance on disabling cookies on a variety of browsers and mobile devices.
Internet Explorer cookies
How to delete cookies in Internet Explorer
How to delete cookies on Apple devices
How to delete cookies in Chrome
How to delete cookies on Android devices
How to delete cookies in Safari
Windows phone cookies
How to delete cookies on Windows phones
How to delete cookies in Firefox
How to delete cookies on Blackberry devices
How to delete cookies in Opera
To opt out of your personal information being collected by Google Analytics, please view the Google Analytics Opt-out Browser Add-on.
To find out more about cookies please view the Information Commissioner’s Office guide to cookies
This list of the cookies used on our websites provides a brief explanation of why they are used.
Show me the list of cookies
Indicates the user is logged in. Contains user specific information such as user ID in encrypted form
Used to support content access for logged in users. The cookie contains no personally identifiable information. It is created when a user successfully logs into the website.
Used to authenticate user when they log in to the site
Related to subscription renewal message
When logged in, used to identify user’s browser and device
Application Insights - monitors site performance
Managing session state when not logged in
Some users are required to complete additional data consent questions prior to site usage. This cookie is added to improve the website’s performance, ensuring this check is not made on every page of the site and for every visit. The cookie contains no personally identifiable information. It is created when a user completes the consent form.
Anonymously records how many articles have been fully scrolled through within the current web browser in each of the last 28 days
Dropped when a user closes a notification message to prevent it from showing again in the same session
Used to support display and customisation of jobs widget (provided by Madgex)
Related to GetClicky web statistics tool
Related to Bizo advertising network (owned by LinkedIn)
These cookies are created by Google Analytics and are used to collect information about how visitors use our websites, our applications, and the content we produce. They do not store personal information, and none of your personal details are shared with us or with Google as a result of us using these cookies.
We use the information we collect to help us understand how our websites and applications are used, so that we can improve them. We also use it to compare the popularity of different pieces of content on our websites and applications, and different versions of these.
Google may combine the data captured in these cookies with data from other cookies. We may combine the information we collect using these cookies with other information available to us.
For more details about the purpose and nature of these cookies, please see this page from Google: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage
This cookie will save recent searches on the Publishing Platform
When you log onto the Publishing Platform, this cookie will display the name of your institution
KissInsights is used to ask our website visitors their opinion on our website and their user journey, cookies are used to ensure visitors do not receive multiple questions or surveys
Served by Google as part of Google Custom Search Engine, which is used to support our website search function.
Google also combines the information collected through these cookies with other cookie information.
This cookie will speed up the loading time of pages
Authenticates users in secure areas of the website. This will be removed when the browser is closed
This cookie will help users have the best customer experience by routing the user to the best back-end server. It does not store any personally-identifiable information
This cookie will remember your log in details onto the Publishing Platform. They will be removed when you close your browser
This cookie will store information for each client session. This cookie is removed once the browser is closed
Remembers the items you have added to your shopping cart
Used to remember if you have requested the site to remember your log-in details
Stores the ID of the customer when logging into secure areas of the site. This is removed when the browser is closed.
Served by our advertising engine to display adverts on our websites.
Enables recently visited pages to be displayed in the footer of www.rsc.org.
Remembers radio button selection in our search function.
The Royal Society of Chemistry is a global organisation with subsidiary companies located around the world. This Notice establishes our global principles for the collection, use and disclosure of information gathered through our websites and applications. The country in which you are doing business with us or where the website you are visiting is located/hosted may have specific requirements concerning personal information.
The data that we collect from you may be stored in a location outside of the European Economic Area. Where we transfer your personal information outside of the EEA, we ensure it is protected by making sure at least one of the following safeguards is in place:
We have not set out the specific circumstances when each of these protection measures are used. You can contact us at DPO@rsc.org for the details as to how we protect specific transfer of your data.
We recognise any individual under the age of 18 years old as being a child. We take safeguarding of children (including the protection of their personal data) seriously and will take all reasonable steps to ensure that children are provided with sufficiently clear information on how we will collect, process and store their personal data, and that children and their guardians understand the nature of the processing of their personal data together with their rights in respect of the same.
Children below the age of 13 years old will always require the consent of an adult with parental responsibility to provide personal data to, and consent to the processing of that data with us.
Save for photography and filming, children between the ages of 13 years old and 18 years old may be able to provide consent in their own right to the processing of their personal data depending on their maturity and ability to understand the nature of the processing of that data. We will take reasonable steps to assess a child’s maturity and ability to understand the nature of data processing before determining whether a child can reasonably consent to processing in their own right. Further information on how we will assess a child’s ability to consent in their own right can be supplied on request via our contact details above.
We may collect special categories of personal data if it is provided to us by you, or on your behalf with your consent and it is appropriate to the service that we will provide to you. By giving us this information, you agree that we may use such information as set out in this Notice.
Examples of sensitive information that we may collect are: gender and marital status.
We may anonymise or aggregate your personal information in such a way as to ensure that you are not identified or identifiable from it, in order to use the anonymised or aggregated data, for example, for statistical analysis and administration including analysis of trends, to carry out actuarial work, to tailor products and services and to conduct risk assessment and analysis of costs and charges in relation to our products and services. We may share anonymised or aggregated data with third parties.
We also offer the following controls:
If you consider that we are in breach of our obligations under data protection laws, you may lodge a complaint with the Information Commissioner’s Office. You have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the GDPR.
We have criteria in place in relation to how we determine the period for which we use your personal information, as well as a process for deletion of your personal information at the end of the relevant retention period. For more information please contact our Data Protection Officer at the address shown above. In certain circumstances, we may be required to retain your personal information for longer where such retention is required by law or record-keeping requirements, including managing our relationship with you, defending any claims, or for tax purposes.
This statement is not a contract, and it does not create any legal rights or obligations. We may change this Notice from time to time in order to reflect changes in the law and/or our privacy practices. We will update the date at the top of the Notice accordingly. We encourage you to regularly check this Notice online for changes.
© Royal Society of Chemistry Registered charity number: 207890
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