RIMS is the Marine Institute’s online grants and awards management system. All grant applications are made via RIMS and the system is used for all purposes reasonably connected with grants and awards including processing applications, administering the award and following conclusion of the award (e.g. processing research output information, etc.). In particular, RIMS enables applicants to apply online to MI calls for proposals and to keep a record of application progress. RIMS also provides a way for organisation representatives to track all applications from their organisation and to provide financial reporting. RIMS may also be used by applicants and organisation representatives for the requesting and approval of budget reallocations and no cost extensions. RIMS is also used by reviewers who perform evaluation and monitoring of applications for MI funding and MI awards.
What data do we collect?
For the purpose of processing applications and administering awards, the MI collects personal data relating to the lead applicant leading the research team and all other members of the research team including name, address, contact details (e.g. phone/e-mail), biographical details (e.g. CVs, details of education, work history). The MI also collects personal data relating to research outputs such as details of academic collaborator name, organisation and location and team member details (e.g. name, contact details, dates worked with the team, gender, etc.). The MI collects personal data such as salary information contained in financial reports in order to verify expenditure claimed. The MI also collects the contact details (including bank details) of individual applicants for specific proposals awarded to individuals. The MI collects the contact details of reviewers/monitors (including bank details where relevant), and research body contacts.
Who is the data provided by?
The data is provided via RIMS by the award holder leading the research team rather than by the individual members of the research team. Data is also provided by the Finance Office in relation to expenditure incurred by the organisation awarded the grant, which is included in the financial report submitted to the Marine Institute. The person submitting the information shall ensure that all members of the research team are fully informed of the uses and disclosures that will be made of their data as set out in this Data Protection Notice.
How do we use your information?
The information is used for the following purposes:
- To verify expenditure incurred on research grants and awards funded by the Marine Institute, and to comply with audit requirements with respect to research funded from public sources;
- For all purposes reasonably connected with processing applications for funding, administering grants and awards, managing the MI’s relationship with award holders and analysing research outputs;
- To contact you in connection with the following purposes:
- administering your applications and/or awards;
- regarding meetings / collaborations that may be relevant to your research.
- to current and former MI researchers for information regarding other research related activities.
- To demonstrate to stakeholders that investment in research is justified and delivering a return to Ireland;
- To inform MI and national policy / strategy with regard to investment in marine research;
- To evaluate MI programmes, awards and initiatives;
- Benchmarking against other bodies including international agencies;
- To facilitate the roles and information requirements of other enterprise agencies as well as government departments such as the Department of Agriculture, Food and the Marine;
- To provide the MI with data to enable improved planning;
- To showcase the impacts and achievements of MI grantees; and
- To provide information used in the compilation of the MI Annual Report and other publications (in aggregated form)
The MI may also link the high-level data relating to successful projects including Lead Partner name, Partner Organisations and Project Title on the MI website for public information. The MI may also link the data that you provide to us in the context of RIMS with national, bibliographic or external research funding data which is available through public subscription based databases (e.g. Scopus, Web of Science, etc.) or other national / open datasets. The combined data may be disclosed to third party policy researchers / programme evaluators.
Legal Basis for Processing
The forms of processing referred to in this Data Protection Notice are necessary for the performance by the Marine Institute of its statutory functions. This provides the legal basis for processing your personal data as referred to in this Data Protection Notice.
Who will your data be shared with?
The Marine Institute may share your data with third parties as reasonably necessary in connection with the activities referred to above, including:
(a) our agents or other third party service providers (e.g. IT service providers, etc.);
(b) paid / unpaid advisers / consultants / programme evaluators, including our auditors;
(c) competent regulatory authorities and bodies as requested or required by law;
(d) other government agencies e.g. Environmental Protection Agency, Science Foundation Ireland;
(e) the Department of Agriculture, Food and the Marine or other relevant government departments including in connection with Ministerial briefings;
(f) peer reviewers/panellists/project monitors, including those who may be based outside the EEA; and
(g) in the case of the applications funded, persons accessing the MI Research Database via the MI website including project outputs;
Data that the Marine Institute collects from you may be transferred to a destination outside the European Economic Area ("EEA"), including to a jurisdiction where the level of protection afforded to personal data is not as high as that in the European Union. This may include, for example, transfers to partner agencies, IT service providers, peer reviewers, expert groups, programme evaluators, project monitors etc. where such third parties are based outside the EEA. If we transfer personal data to such jurisdictions, we will ensure that appropriate measures are in place to comply with our obligations under applicable law governing such transfers. Such measures may include entering into 'standard contractual clauses' in the form approved by the European Commission or, in respect of transfers to the USA, ensuring that the transfer is covered by the EU-US Privacy Shield framework. If you would like to receive further details of the measures that we have taken in this regard, please contact us at firstname.lastname@example.org.
How long do we keep your information?
The Marine Institute will only keep your data for such period of time as may be reasonably necessary to fulfil the purposes set out in this Data Protection Notice or to comply with our obligations under applicable law and, if relevant, to deal with any claim or dispute that might arise in connection with your grant applications and awards. The statutory requirement for document retention under the Office of the Revenue Commissioners (Ireland) rules is six years, and this is the minimum period of retention that we apply for all Marine Institute funded grants and awards.
Security of your information
We have adopted appropriate technical and organisational security measures to protect your information from unauthorised access and against unlawful processing, accidental loss, destruction or damage. We will also ensure that our agents or third party service providers who process your data are required to keep your data safe and secure to at least an equivalent standard.
You have the right, subject to certain exceptions, to obtain a copy of your personal data and to have any inaccuracies corrected. You also have the right to have your personal data erased and to restrict or object to processing of your personal data, though these rights may be limited in some situations and are subject to certain exceptions.
In order to exercise any of the rights set out above, please write to us at: Marine Institute, Rinville, Oranmore, Co. Galway H91 R673. In order to protect your privacy, you may also be asked to provide suitable proof of identification.
Contact / Complaints
Questions, comments and requests regarding this data protection notice or the exercise of your rights are welcomed and should be addressed to Marine Institute, Rinville, Oranmore, Co. Galway, H91 R673 or email@example.com. If you are not happy with the way we have used your information or addressed your rights, you have the right to make a complaint to the Irish Data Protection Commissioner by emailing firstname.lastname@example.org.