Scope and Purpose
The University of Exeter and Chinese University of Hong Kong are committed to safeguarding your personal information.
We reserve the right to change this policy at any time by publishing changes on this page or where appropriate, if there is a significant change, we will contact you by email. Please check this page periodically for updates to this policy.
You may seek access to the personal information that we hold about you and to request correction of the information. If you have any questions about this policy, or any other aspects of your privacy with respect to the PROTECT Study, or if you wish to access or correct your personal data, please write to us at the following address:
South Cloisters 2.40
St Luke’s Campus
The University of Exeter
Exeter, EX1 2LU
The Chinese University of Hong Kong,
Hong Kong SAR,
The People's Republic of China
For the purposes of the data protection laws, the Data Controller in relation to any personal data you supply is both the Chinese University of Hong Kong of Shatin, NT, Hong Kong SAR, The People's Republic of China and the University of Exeter of Northcote House, The Queen’s Drive, Exeter, Devon, EX4 4QJ, United Kingdom.
This policy been translated into Chinese. If there is any inconsistency or ambiguity between the English version and the Chinese version, the English version shall prevail.
The Personal Information We Collect From You
For the purposes of the study we collect certain personal information from you as follows:
- Full demographic details, being, your name, date of birth, email address, gender, ethnic origin, marital status, employment status and highest level of education completed
- Lifestyle information (including physical exercise, smoking status, diet and cognitive activities)
- Medical history including major conditions
- Major aspects of your cognitive function crucial to the conduct over everyday activities gathered via validated cognitive test batteries
- Responses to a detailed mental health questionnaire including validated scales for depression, stress, anxiety, trauma, social cognition and mood
- Detailed information on everyday behaviour and ability to complete instrumental activities
All personal information will be treated as confidential. You will be asked to consent to providing this information as part of the registration process.
In addition, in order to ensure that we can improve our site where required and to provide you with a good user experience, we also collect information about your use, such as browser type and version, operating system and platform, information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site (including date and time), tests you viewed or searched for, page response times, any download errors, length of visits to certain pages and page interaction information (such as scrolling, clicks, and mouse-overs).
How is the Personal Information Collected and Stored
All personal data and sensitive personal data is collected via the website hk.protect-study.org using Secure Sockets Layer (SSL) software, which encrypts the information you input. Personal and sensitive personal information will be stored securely by Microsoft Azure, East Asia and will be managed within the framework of Microsoft Azure governance procedures. Personal and sensitive personal information will be stored in separate databases in encrypted format and in a restricted area, known as a Participant Database, accessible by University of Exeter or Chinese University of Hong Kong researchers only. All data extracted from the Participant Database for statistical analysis is pseudonymised and is stored in a separate database, known as the Results Database; this data set contains no link to any information that can personally identify you, such as name, telephone number or email address.
The pseudonymized data that we store in the Results Database will be transferred to, and stored at, a destination in the United Kingdom, in the Reporting Database. Data held in the Reporting Database may be shared with global researcher partners of the University of Exeter. By taking part in the PROTECT study, you agree to this transfer, storing or processing.
Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data inputted to our site; any such inputting is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
How We Use Your Personal Information
All personal and sensitive personal information is stored in an encrypted format in the Participant Database located in Hong Kong. Pseudonymized data is statistically analysed as part of a cohort of approximately 23,000 participants by the University of Exeter and Chinese University of Hong Kong for the study of ageing and dementia and for publication of results of the study. This pseudonymized data does not contain any information that may directly identify you. We may use your email address to send reminders, updates and to enable communication regarding any emerging safety issues. Neither the University of Exeter nor the Chinese University of Hong Kong will use your personal data to contact you about anything not directly related to this study or, without your prior consent, use or share with third parties your personal data for a purpose other than set out in this policy.
How Long Will Your Personal Information be Kept?
Your personal information will be held securely so long as you are part of the trial. When the trial is completed we will securely store your personal information for as long as is required for the purposes of the study but no more than 10 years. It will then be destroyed. If you choose to opt out you will be given the option to remove your personal information (i.e. data that directly identifies you) which includes your email, telephone number, and doctor’s name and address. The only data we will continue to hold is the pseudonymized or fully anonymised data collected and your User ID. For legal reasons we are also required to keep a record of your name together with your consent information.
If you have provided information to us about another person (including their sensitive personal details), you confirm that you have their permission to provide that information to us for the same purposes and you have told them who we are and what we will use their data for, as set out in this notice.
A cookie is a small amount of data, which often includes a unique identifier that is sent to your computer, tablet or mobile phone (referred to here as a "device") browser from a website's computer and is stored on your device's hard drive. Each website can send its own cookie to your browser if your browser's preferences allow it, but (to protect your privacy) your browser only permits a website to access the cookies it has already sent to you, not the cookies sent to you by other web sites.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
Third Party Cookies
During your visits to this website you may notice some cookies that are not related to this study. When you visit a page containing embedded content from another site, for example, YouTube, you may be presented with cookies from these web sites. The University of Exeter and Chinese University of Hong Kong do not control the dissemination of these cookies. You should check the third party web sites for more information about these.