The Cambridge Crystallographic Data Centre (‘CCDC’, ‘we’, ‘us’, and ‘our’) take data protection very seriously and we are committed to protecting your personal information.
This explains what information we gather about you, what we use that information for, and who we give that information to. It also sets out your rights in relation to your information, how long we keep it and who you can contact for more information. Click on the links to take you to the sections.
It is our policy to collect only the minimum information required from you. If you believe we have collected excessive information about you, please contact us on firstname.lastname@example.org to raise any concerns you may have.
Although you do not have to provide any of your personal information to us, if we ask you to do so and you refuse, we may be unable to provide you with the information, goods or services you want from us.
What is personal information?
Personal information is anything that enables you to be identified or identifiable, such as your:
- First and last names
- Postal and email addresses
- Telephone numbers
- Identity documents or numbers (e.g. passports or National Insurance Number)
- Career & educational documents (e.g. CVs & qualifications)
- Contact information
Your personal information is sometimes called “personal data”. We collectively refer to handling, collecting, protecting or storing your personal information as ‘processing’.
Collecting personal information
Below are just some examples of how you may provide personal information to us:
- Asking us to provide goods or services to you or someone else
- Contacting us
- Searching, browsing or registering on our website
- Subscribing to our email lists
- Accessing our online database and associated services
- Depositing data with us
- Downloading data or software from our website
- Participating in our discussion or message forums
- Entering our surveys
- Registering for or attending our events;
- Submitting CVs or work history information to us
- Providing us with business cards or other contact information
- In the course of your employment at the CCDC
Using personal information
When you provide personal information to us, we may use it for any of the purposes described below or as stated at the point we collect it from you (or as may obvious to you from the context of collection), including to:
- Provide services to you that you have requested
- Develop our businesses and services
- Consider whether to offer someone employment with us
- Administer and manage our website
- Use for other purposes for which personal information has been provided to us, including any of the purposes given in the ‘Collection of personal information’ section above.
We do not collect personally identifying information for sale to third parties.
Legal grounds for processing personal information
We rely on one or more of the following processing conditions:
- To perform our contractual obligations to you; and/or
- To satisfy any legal and regulatory obligations to which we are subject; and/or
- To satisfy our legitimate interests in the effective delivery of information and services to you and in the effective and lawful operation of our businesses (where this does not interfere with your rights); and/or
- When you have agreed to us processing your personal information.
Security of personal information
We have implemented generally accepted standards of technology and operational security in order to protect personally identifiable information from loss, misuse, alteration or destruction.
Only authorised persons are provided access to personally identifiable information we have collected, and such individuals have agreed to maintain the confidentiality of this information.
Although we use appropriate security measures once we have received your personal data, the transmission of data over the internet (including by e-mail) is never completely secure.
We endeavour to protect personal data, but we cannot guarantee the security of data transmitted to or by us.
Sharing personal information: general
We may transfer, share or disclose the personal data we collect from you to third parties (other organisations or individuals) for:
- The purposes for which the information has been submitted
- The purposes listed above under ‘Use of personal information’
- The administration and maintenance of our website and/or
- Other internal or administrative purposes.
We may also disclose personal information to third parties under the following circumstances:
- When explicitly requested by you
- When required to deliver services requested by you
- When required to facilitate our conferences or events that you have asked to attend which are hosted by a third party
Sharing personal information: outsourced services
We also may transfer share or disclose personal data to third party service providers of identity management, website hosting and management, data analysis, data backup, security and storage services.
These third party providers may use their own third party subcontractors that have access to personal data (sub-processors). It is our policy to use only third-party providers that are bound to maintain appropriate levels of security and confidentiality, to process personal information only as instructed by us, and to flow those same obligations down to their sub-processors.
Sharing personal information: in accordance with legal or regulatory obligations
We may also disclose your personal information to law enforcement, regulatory and other government agencies and to professional bodies and other third parties, as required by and/or in accordance with applicable law or regulation.
Sharing personal information: publication of scientific data
We may also transfer, disclose or share personal data we collect from you or from third parties in order to publish your scientific data. These organisations include:
- FIZ Karlsruhe
- Journal Publishers
Personal data including author names and ORCID Identifiers, may be shared and distributed through the Cambridge Structural Database (CSD) and associated services including our online Access Structures, My Structures and WebCSD services and our desktop distribution of the CSD.
Sharing personal information: licence users
In order for us to disseminate the CSD and associated software to as many users as possible we may, when requested by a user:
- Provide the contact name and email address of a license holder to that user in the same institution in order to enable that user to gain access to the CSD.
- Provide the contact name and email address of a National Affiliated Centre (NAC) license holder to that user in the same country in order to enable that user to gain access to the CSD.
International transfers of personal information
Your personal information may be transferred by us outside the European Economic Area (EEA).
Any transfer to outside the EEA will be:
- To you
- To our office in the USA
- To a third-party recipient located in a country which provides an adequate level of protection for your personal information; or
- To a third-party recipient under a contractual agreement which satisfies EU requirements for the transfer of personal data outside the EEA; or
- Within one of the derogations for specific situations covered by the GDPR, in particular with your consent or to fulfil our contractual obligations to you.
Retention of personal information
We will retain your personal information only for as long as we need it, given the purposes for which it was collected, or as required to do so by law.
Normally, this means we will retain your personal information for six years. For more information please contact us to request a copy email@example.com.
Where we are legally required to obtain your consent to provide you with marketing materials, we will only provide you with such marketing materials if you have provided consent for us to do so.
If you opt in to receive email updates you will receive news update emails from us. If you want to unsubscribe, you should look for and follow the instructions we will provide in the relevant communications to you or by Signing In to our website and updating your Email Preferences on your Profile Page.
If you choose to unsubscribe from any or all mailings, we may retain information sufficient to identify you so that we can honour your request.
Rights in relation to your information
You have certain rights in relation to the personal information we hold about you. In particular, you have the right to:
- Request a copy of personal information we hold about you;
- Ask that we update the personal information we hold about you, or correct such personal information that you think is incorrect or incomplete;
- Ask that we delete personal information that we hold about you, or restrict the way in which we use such personal information;
- Object to our processing of your personal information; and/or
- Withdraw your consent to our processing of your personal information (to the extent such processing is based on consent and consent is the only permissible basis for processing).
If you would like to exercise these rights or understand if these rights apply to you, please email firstname.lastname@example.org.
Automated decision making
We may use your personal information in automated decision making in order to better tailor our messaging to you.
We do not intend to collect special category (also known as sensitive) personal information through our website (unless we are legally required to do so). Examples of special category information are: race or ethnic origin; political opinions; religious or philosophical beliefs; trade union membership; physical or mental health; genetic data; biometric data; sexual life or sexual orientation; and criminal records.
We ask that you do not provide us with special category personal information when using our website.
Our web server and linked analytical tools will gather general data during the course of any session on our website. This includes non-personal information such as IP address, browser, referring pages, the date and time of access, the different pages viewed, the internet service provider and other similar information.
If you have any questions or complaints about the way your personal information is processed by us, or would like to exercise one of your rights set out above, please contact us by one of the following means:
Form: Enquiries page
Post: 12 Union Road, Cambridge CB2 1EZ.
You also have the right to lodge a complaint with your local data protection regulator, which in the UK is the Information Commissioner Office (ICO). The ICO can be contacted by the following means:
Telephone: 0303 123 1113 (local rate – calls to this number cost the same as calls to 01 or 02 numbers). If you're calling from outside the UK, please call +44 1625 545 700.
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Policy Date: 9th June 2020