Privacy statement
This Privacy Statement explains what personal data is collected by Australian BioCommons (“BioCommons”), why we collect your data, how it is processed, and how we keep it secure. Information on data transfers to third-party processors acting on our behalf is provided below.
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If you have an enquiry relating to privacy, contact us.
Ways that we collect personal data:
The public website (biocommons.org.au)
The data we collect: if you browse the public website then the following information is logged: your browser, operating system, the date and time of your visit, the pages visited, type of device, and the country you are visiting the website from.
Why we collect the data: the data is used to create anonymous usage statistics. We collect the data so that we can generate reports about the site, such as about how popular parts of the site are, which browsers people are using, and which countries they are viewing the site from. This helps us improve the site and ensures we design the site for the browsers and devices that most people are using. We do not attempt to identify or profile people based on this data.
Lawful basis for processing the data: processing this data is necessary for our legitimate interest of allowing the website to be fit-for-purpose.
Who has access to the data: the data is only accessible to staff in the BioCommons Hub who work on the website and Google Analytics (see 'Third party processors' below).
Data transfer: Google Analytics data is stored across Google’s Data centres around the world.
Data retention: Google Analytics tracking data is retained for 26 months (see Google’s Data Retention Statement).
Third party processors: We apply Google Analytics to the BioCommons Public Website. The personal data outlined above is stored on Google’s cloud servers. See the Google Terms of Service for how Google comply with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
Technical documentation website (australianbiocommons.github.io/)
The data we collect: if you browse the technical documentation website then the following information is logged: your browser, operating system, the date and time of your visit, the pages visited, and type of device..
Why we collect the data: the data is used to create anonymous usage statistics. We collect the data so that we can generate reports about the site, such as about how popular parts of the site are, which browsers people are using, and which countries they are viewing the site from. This helps us improve the site and ensures we design the site for the browsers and devices that most people are using. We do not attempt to identify or profile people based on this data.
Lawful basis for processing the data: processing this data is necessary for our legitimate interest of allowing the website to be fit-for-purpose.
Who has access to the data: the data is only accessible to staff in the BioCommons Hub who work on the website and Google Analytics (see 'Third party processors' below).
Data transfer: Google Analytics data is stored across Google’s Data centres around the world.
Data retention: Google Analytics tracking data is retained for 26 months (see Google’s Data Retention Statement).
Third party processors: We apply Google Analytics to the BioCommons Technical Documentation Website. The personal data outlined above is stored on Google’s cloud servers. See the Google Terms of Service for how Google comply with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
Community surveys
As part of our Community consultation process, we routinely prepare and distribute surveys for the community. We may also use online surveys to gather feedback on the public website and technical documentation website.
The data we collect: When completing a community survey, or an online survey to provide feedback on our public website or technical documentation website, you agree that your responses will be provided to the BioCommons and our partners and will be used solely for the purposes for which they were collected, which may include presentation of survey responses in public reports or meetings. In these cases, all responses are aggregated and de-identified. Your identified responses will be protected against unauthorised access and use and providing your name and/or email address is optional. When you choose to include your name or email address, neither are displayed to users of any BioCommons service.
Why we collect the data: These data are collected to determine community needs and ideas for improvements to shared bioinformatics infrastructure in Australia.
Lawful basis for processing the data: legitimate interest, since in order to carry out the tasks of the BioCommons project, broad community input is essential. If you have completed a survey and wish to retract your responses, please email communities@biocommons.org.au so that we can delete your responses from the particular survey record.
Who has access to the data: the personal data is only accessible to staff in the BioCommons Hub who work on the community engagement activities, staff working on BioCommons projects and the Google Workspace / Google Forms support team (see 'Third party processors' below).
Data transfer: This data is located on Google servers in Europe.
Data retention: Data we collect through Google Forms is retained indefinitely until we (the BioCommons) cease to use the service (see Google’s Data Retention Statement)
Third party processors: the BioCommons community surveys, or online surveys to provide feedback are created using Google Forms within Google Workspace. We have elected that the data collected is stored on Google’s cloud servers in Europe. See the Google Terms of Service for how Google comply with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
Community mailing lists
As part of our Community consultation process, we encourage members of the research community to join a community mailing list / discussion group to discuss bioinformatics tools and pipelines with the group, to receive email updates or meeting invites on shared national infrastructure that is being deploying to support genome assembly, and to influence how that infrastructure is developed so it can support their research.
The data we collect: When joining a community mailing list / discussion, an email address that is affiliated with a Google Account is required as well as a display name that you nominate. You agree that any messages sent to the group, will be visible to all subscribers to the emailing list.
Why we collect the data: These data are collected to encourage community engagement nationally and to garner ideas for improvements to shared bioinformatics infrastructure in Australia.
Lawful basis for processing the data: legitimate interest, since in order to carry out the tasks of the BioCommons, broad community input is essential. If you have joined a community email group and wish to retract your membership, please email communities@biocommons.org.au so that we can remove you from the particular group.
Who has access to the data: Any other members of the group can see that you are a member, but your email address is only visible to the manager of the email group (i.e. staff in the BioCommons Hub who work on the community engagement activities), and the Google Groups support team (see 'Third party processors' below).
Data transfer: Google Groups data is stored across Google’s Data centres around the world.
Data retention: Data we collect through Google Groups is retained indefinitely until we (the BioCommons) cease to use the service (see Google’s Data Retention Statement)
Third party processors: the BioCommons community mailing lists are created using Google Groups. The Google support team has access to the server so they can fix problems on it and upgrade it, but the personal data is not processed further by them or transferred to another organisation. See the Google Terms of Service for how Google comply with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
Unsubscribing: If you have joined a community email group and wish to retract your membership, please email communities@biocommons.org.au so that we can remove you from the particular group. Alternatively, you can log in to Google Groups to leave the group by self managing your group/mailing list memberships.
Community Shared Documents
Australian BioCommons utilises Google Docs within Google Workspace for Community Shared Documents. These include draft documents such as Infrastructure Roadmaps where community input is sought, as well as Discussions Boards that are used in BioCommons coordinated training events. These documents are open to members of the public for the period of public consultation and/or an event.
Access to the documents can only be granted by a member of the BioCommons Hub. You will be given access only to the relevant File within the Google Workspace Drive. This may be as a Commenter or an Editor.
The data we collect: When you are given access to a Google Docs file within Google Workspace, if you access it while logged into a Google Account, your Google account username will appear alongside any comments or suggestions you have made. This information will be visible to other users of that File. If you are not logged into a Google account when adding comments or making suggestions, your identity is not shown (i.e. you are indicated as ‘Anonymous’).
Why we collect the data: to allow you to identify yourself when making comments within the shared documents and participate fully in community discussions.
Lawful basis for processing the data: legitimate interest, since Australian BioCommons community activities are richer and more meaningful when participants can identify themselves.
Who has access to the data: other viewers of the file can view your Google account username.
Data transfer: This data is located on Google servers in Europe.
Data retention: Data collected through Google Docs within Google Workspace is retained indefinitely until we (Australian BioCommons) cease to use the service (see Google’s Data Retention Statement)
Third Party Processors: Australian BioCommons Community Shared Documents are created using Google Docs within Google Workspace. We have elected that all data is stored on Google’s cloud servers in Europe. See the Google Terms of Service for how Google comply with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
The intranet
The Australian BioCommons intranet utilises Google Drive within Google Workspace. The intranet is open to (a) Members of the Australian BioCommons Hub, (b) Participants on Australian BioCommons Projects and Activities, (c) Developers of Australian BioCommons Services, and (d) Australian BioCommons governing bodies only.
Access to the intranet can only be granted (a) by a member of the Australian BioCommons Hub or (b) by an individual who has already been given rights as an Editor (with the ability to change permissions and share) by a member of the Australian BioCommons Hub. You will be given access only to relevant Files, Folders or Shared Drives within the Google Workspace Drive. This may be as a Viewer, Commenter or an Editor.
The data we collect: When you request or are given specific access to a File or Folder in the Google Drive within Google Workspace you must provide an email address. Your email address is visible to other users of that File or Folder.
Why we collect the data: to allow you to log in to the intranet and see material restricted to BioCommons collaborators.
Lawful basis for processing the data: legitimate interest, since in order to carry out your work as part of Australian BioCommons you need to be informed of deadlines and meetings concerning your work, and need to have access to information restricted to the intranet. If you stop working on a Australian BioCommons activity, please email administration@biocommons.org.au so that we can remove you from the intranet groups and mailing lists.
Who has access to the data: other members of the intranet can view your email address.
Data transfer: This data is located on Google servers in Europe.
Data retention: Data we collect through Google Drive is retained indefinitely until we (Australian BioCommons) cease to use the service (see Google’s Data Retention Statement)
Third Party Processors: the BioCommons Intranet is created using Google Drive within Google Workspace. We have elected that all data is stored on Google’s cloud servers in Europe. See the Google Terms of Service for how Google complies with Privacy legislation. For privacy questions concerning Google see Google’s Privacy Policy.
Public newsletters
This includes the Monthly BioCommons newsletter. We use the MailChimp mailing service to send these. Each edition includes the option to unsubscribe from the service
The data we collect: the sign-up form for the newsletter requires your email address, with optional fields for your name and organisation. In addition, Mailchimp records which newsletters you opened and which links you clicked.
Why we collect the data: to enable us to send emails, to measure the success of the emails, to help us provide reports to funders, and to help us improve the newsletters
Lawful basis for processing the data: this data is only processed with your explicit consent. The sign-up form asks for this consent.
Who has access to the data: the personal data is only accessible to staff in the BioCommons Hub who manage the emails (members of the Communications team).
Data transfer: MailChimp is based in the United States and the data is held on servers located there.
Data retention: We will keep your personal data for as long as you wish to remain on the mailing list.
Third party processors: the mailing list service is run by MailChimp. See the MailChimp’s Terms of Use for how MailChimp complies with Privacy legislation. For privacy questions concerning MailChimp see MailChimp’s Privacy Policy.
BioCommons Events
The BioCommons engages the services of a number of third party providers to support the registrations for, and delivery of, our events (webinars, workshops etc.). These global operators are subject to the data protection laws of their respective governments. Third party processors are listed below along with links to their privacy policies.
The data we collect: event registration will require your name, email, and affiliation, and may ask for your gender, dietary requirement and other information such as what you are hoping to gain from attendance at the event, or a short synopsis of your research background and experience.
Why we collect the data: to enable us to organise and tailor the event, and to keep registrants informed about the event. Following delivery of the event, your personal details may be retained by the BioCommons to provide a means for follow up and analysis.
Lawful basis for processing the data: Your personal data will be required as part of our service contract when you register. The BioCommons may also process your personal data within our legitimate interests. In such cases, your data would be processed in a transparent and proportional manner. You are not obliged to provide your personal data to BioCommons. However, without it the BioCommons Hub will not be able to facilitate your taking part in its events.
Who has access to the data: BioCommons Hub staff responsible for the event planning, delivery and associated administration. The BioCommons Hub will also access personal data for impact analysis purposes and measuring equality and diversity targets at our events. Your responses to registration and evaluation surveys may be shared with trainers and facilitators that partner with BioCommons to deliver events (email addresses are removed). Additionally, access needs to be granted to third party processors acting on our behalf.
Data transfer: EventBrite, Zoom, and SurveyMonkey are based in the United States and the data may be transferred there. Slack is hosted with Amazon Web Services (AWS), and uses data centres hosted in the United States and Europe.
Data retention: we will keep the personal data as long as we have the account open with the third party processors. We may retain your data following delivery of the event by BioCommons to provide a means for follow-up and analysis.
Third party processors: We use the EventBrite service to manage workshop registrations. Please refer to their Privacy Policy for details on how they process your personal data. We use the Zoom Webinar service to manage Webinar registrations. Please refer to their Privacy Policy for details on how they process your personal data. We use the Slack messaging service to manage workshop communications. Please refer to their Privacy Policy for details on how they process your personal data. SurveyMonkey Inc, is used following the event in order for you to provide feedback and you can view their Privacy Policy for details.
Recordings of online events
BioCommons may capture and share recordings of our online events (webinars, workshops etc.). We engage the services of a number of third party providers who are subject to the data protection laws of their respective governments. Third party providers are listed below along with links to their privacy policies.
Why we record: Important information is often shared in a public forum and is recorded for posterity and further distribution. Capturing and sharing recordings and accurate transcripts of events also improves accessibility enabling more people to benefit and learn from the event.
What we record: Recordings may capture the image, voice and screen share of participants and transcripts may capture names and affiliations. Participants are informed if the event will be recorded and made available online. Presenters are required to acknowledge beforehand that the presentation will be shared publicly. Images or voice recordings of audience members are removed prior to sharing unless permissions have been sought. If any of these conditions limit your participation in an event, please discuss with a BioCommons team member.
Who has access: BioCommons Hub staff responsible for the event planning, delivery and associated administration have access to the original recording. Artefacts are edited at the discretion of BioCommons Hub staff.
How we process the recordings:
Recordings may be saved to staff member’s local devices to enable editing with standard movie editing software.
Recordings are uploaded to Otter.ai to generate transcripts. In this process, Otter.ai may automatically identify and denote the speaker for each part of the transcript.
Processed recordings and transcripts of public events are shared on YouTube under a Creative Commons International Attribution 4.0 Licence.
Presenters retain the right to request edits and/or removal of the recording.
A copy of the original and edited recording and transcript is retained in the Australian BioCommons Google Drive.
Zoom is based in the United States and the data may be transferred there.
Otter.ai is based in the United States and the data may be transferred there. Otter.ai uses AWS services for its data storage in the AWS region West, United States.
YouTube data is stored across Google’s Data centres around the world.
Google drive data is stored across Google’s Data centres around the world
Recordings may be saved to staff member’s local devices to enable editing with standard movie editing software.
Data retention: recordings and transcripts will be stored for the life of BioCommons’ accounts with third party processors.
Third party processors:
We use the Zoom to capture recordings of events. Please refer to their Privacy Policy for details on how they process your personal data.
We use YouTube to share recordings of events under a Creative Commons Licence. Please refer to their Privacy Policy for information on the information they collect and how it may be used.
We use Otter.ai to generate accurate transcripts. Please refer to their Privacy Policy for information on the information they collect and how it may be used.
BioCommons Services
Australian BioCommons coordinates the establishment of community-scale bioinformatics services, in collaboration with our partners. For further information, please consult the detailed Terms and Conditions documents for each service:
Galaxy Australia Terms of Service, Privacy Policy, Acceptable Use Policy
Australian Reference Genome Atlas Terms of Use and Privacy Policy.
BioCommons Service Usage Surveys
In order to improve and promote its services, Australian BioCommons periodically surveys existing and planned use of those services. Participation in these surveys is optional.
The data we collect: When completing a service usage survey, you agree that your responses will be provided to the BioCommons and our partners and will be used solely for the purposes of improving and promoting our services. Your survey responses are linked to the email address and name you used to register for the service. This identifying information will be protected against unauthorised access and use. Neither your identifying information, nor your survey responses are displayed to users of any BioCommons service.
Why we collect the data: These data are collected for the purposes of improving and promoting our services.
Lawful basis for processing the data: legitimate interest, since in order to operate BioCommons services, user input is essential. If you have completed a survey and wish to retract your responses, please contact us so that we can delete your responses from the particular survey record.
Who has access to the data: the personal data is only accessible to staff in the BioCommons Hub who work on platform and user experience, staff from our service operation partners, and the Survey Monkey support team (see 'Third party processors' below).
Data transfer: SurveyMonkey are based in the United States and the data may be transferred there.
Data retention: Data we collect through our service usage surveys is retained indefinitely.
Third party processors: the BioCommons service usage surveys are created using Survey Monkey. See the Survey Monkey Privacy Policy for details on how they comply with Privacy legislation.
Your rights
You have a number of rights concerning your data. If you want to exercise these rights (e.g. to access, modify, or erase your data) then please contact us.
You have the right to:
Not be subject to decisions based solely on an automated processing of data (i.e. without human intervention) without you having your views taken into consideration.
Request at reasonable intervals and without excessive delay or expense, information about the personal data processed about you. Under your request we will inform you in writing about, for example, the origin of the personal data or the preservation period.
Request information to understand data processing activities when the results of these activities are applied to you.
Object at any time to the processing of your personal data unless we can demonstrate that we have legitimate reasons to process your personal data.
Request rectification or erasure of your personal data if we have not been processing it in a manner that respects what is outlined in this policy.
It must be clarified that rights 4 and 5 are only available whenever the processing of your personal data is not necessary to:
Comply with a legal obligation.
Perform a task carried out in the public interest.
Exercise authority as a data controller.
Archive for purposes in the public interest, or for historical research purposes, or for statistical purposes.
How to contact us
If you have an enquiry or concern about the personal information that Australian BioCommons holds about you or how personal information is handled, please contact us using our online form with the subject line “Privacy enquiry”.