Introduction

The Royal Veterinary College (RVC) is committed to protecting the privacy and confidentiality of all participants in our Diabetic Pet Club research studies. This Privacy Policy explains how we collect, use, store, and protect your personal data and information about the animals in your care when you participate in our clinical trials.

Data Controller

The Royal Veterinary College is the data controller for this research study. Our contact details are:

Legal Basis for Processing

We process your personal data under the following legal bases:

• Scientific research in the public interest: Processing is necessary for scientific research purposes
• Consent: You have provided explicit consent to participate in this research study
• Legal obligation: We are required to maintain research records for regulatory purposes

Data We Collect

When you participate in our research studies, we collect the following information:

How We Use Your Data

We use the collected data for the following purposes:

• To conduct scientific research into diabetes in cats and dogs
• To analyse treatment outcomes and efficacy
• To publish research findings in peer-reviewed scientific journals
• To present results at academic conferences and professional meetings
• To improve veterinary medical knowledge and treatment protocols
• To comply with regulatory requirements for clinical research
• To maintain contact with participating veterinary professionals regarding study updates

Data Protection and Security

We implement robust security measures to protect your data:

• Pseudonymisation: Patient data is assigned unique identification codes, separating identifiable information from clinical data
• Secure data storage: All data is stored on secure servers
• Access controls: Only authorised research team members have access to data
• Secure transmission: Data submitted is via secure Microsoft Forms software
• Regular backups: Data is backed up regularly to prevent loss
• Staff training: All research staff receive data protection training

Who We Share Data With

We may share anonymised or pseudonymized data with:

• Research collaborators: Other academic institutions involved in diabetes research
• Regulatory bodies: When required by law or research governance requirements
• Scientific journals: Aggregated, anonymised data for publication purposes
• Funding organizations: Anonymised data for reporting purposes

We never sell your personal data to third parties. Any data sharing is done in accordance with GDPR regulations and research ethics guidelines.

Data Retention

Research data is retained for a minimum of 5 years following the final publication of research findings, in accordance with UK research governance requirements and Good Clinical Practice (GCP) guidelines. After this period, data will be securely destroyed unless there is a compelling reason for continued retention.

Your Rights Under GDPR and UK Data Protection Law

As a participant, you have the following rights:

• Right to access: Request copies of your personal data held by the RVC
• Right to rectification: Request correction of inaccurate personal data
• Right to erasure: Request deletion of your data (subject to research requirements and legal obligations)
• Right to restrict processing: Request limitation on how we use your data
• Right to data portability: Receive your data in a structured, commonly used format
• Right to object: Object to processing of your personal data for specific purposes
• Right to withdraw consent: Withdraw from the study at any time without giving a reason

Important Note: While you can withdraw from the study at any time, data already collected and analysed may need to be retained for the integrity of the research. We will discuss this with you if you choose to withdraw.

How to Exercise Your Rights or Make a Complaint

To exercise any of your rights or if you have concerns about how we handle your data, please contact:

International Data Transfers

Your data is primarily stored and processed within the United Kingdom. If data needs to be transferred internationally (e.g., for collaboration with international research partners), we ensure appropriate safeguards are in place, including:

• Data transfer agreements compliant with GDPR
• Adequate protection measures in the recipient country
• Your explicit consent where required

Cookies and Website Analytics

This website does not currently use cookies or tracking technologies. We do not collect analytics data about your browsing behavior. If this changes in the future, we will update this policy and seek your consent where required.

Research Ethics and Good Clinical Practice

This research study has been reviewed and approved by the RVC Ethics and Welfare Committee. We adhere to:

• Good Clinical Practice (GCP) guidelines
• UK Research Integrity Office (UKRIO) Code of Practice
• Declaration of Helsinki principles (adapted for veterinary research)
• RCVS Code of Professional Conduct for Veterinary Surgeons

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our research practices, legal requirements, or organizational policies. When we make significant changes, we will notify participating veterinary professionals via email. The "Last Updated" date at the top of this policy indicates when it was last revised.

Consent and Participation

By submitting data through our research forms, you confirm that:

• You have read and understood this Privacy Policy
• You have obtained appropriate consent from animal owners to include their pets in the study
• You consent to the collection, use, and processing of data as described in this policy
• You understand your rights and how to exercise them
• You understand that you can withdraw from the study at any time