Instruct-ERIC Privacy Policy

The privacy and security of your personal information is very important to us. This privacy policy explains how and why we use your personal data, and what we do to make sure can be confident about giving us your information.  

This policy applies whether you’re a registered member of Instruct-ERIC, Instruct Centre staff, or a user of any of our services, or if you visit our website, or email, call or write to us. 

We’ll only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018). When we refer to ‘the legislation’ elsewhere in this policy, we are referring to those regulations.

We’ll never sell your personal data and will only share it with organisations we work with when it’s necessary to do so and the privacy and security of your data is assured. 


In this policy, whenever you see the words ‘we’, ‘us’, ‘our’, it refers to Instruct-ERIC, Oxford House, Parkway Court,John Smith Drive, Oxford, OX4 2JY. Instruct-ERIC was established in July 2017 according to European ERIC Council regulation number 723/2009, implementation reference 2017/C 230/01.

Our websites refers to all websites hosted by Instruct-ERIC.  These include the following domains:


If you have any questions in relation to this privacy policy or how we use your personal data they should be sent to or addressed to Instruct Admin Team, Oxford House, Parkway Court, John Smith Drive, Oxford, OX4 2JY.


Your personal data (that is any information which identifies you, or which can be identified as relating to you personally - for example, name, address, phone number, email address, home country) will be collected and used by us, but we’ll only collect the personal data that we need. 

We collect personal data in connection with specific activities such as membership requests, registration for conference or events, booking a training course, applying for access visits, internships etc.


Below are the main uses of your data which depend on the nature of our relationship with you and how you interact with our website and our various services, and activities. 


We use the personal data you provide us with when registering as a user for the purpose of servicing your membership. It is provided as legitimate interest. It includes, but is not limited to: administering your membership, ensuring the security of our website and servicesand communicating with you about services: funding opportunities, research calls, Instruct-sponsored training events,  and system notifications. We will normally contact you via email, although we might occasionally need to write to you or phone you. We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services.

The accuracy of your information is important to us. If you change your email address, or if any of the other information we hold is inaccurate or out of date, please update your online profile, by visiting the profile management page in ARIA. If you have difficulties, contact us


We use the personal data you provide as a delegate to events for the purpose of managing your attendance. It is provided as legitimate interest. Your data will be used to communicate with you throughout the process, including to confirm we’ve received your registration and payment, to clarify where we might need more detail to fulfil a booking, or to resolve any issues that might arise with your booking. We will retain your data to provide you, by email, with details of our future training courses, events and conferences. Should you at any time prefer us not to retain it for this purpose and ask us not to, we will delete your information.  We never sell your information and we will not pass your information on to a third party, except to partners that help us provide these services, which would be strictly regulated.


We currently send the Instruct-ERIC newsletter by email once every six months, and occasional communications with information about news and events in the wider Structural Biology Community. If you wish to receive the Instruct-ERIC news and information, we will collect and process your data on the basis of consent. We never sell or pass your information on to a third party. You are free to change your subscription preferences at any time and remove consent for Instruct-ERIC news and information emails by visiting the profile management page in ARIA. Should you at any time prefer us not to retain your personal information for this purpose and ask us not to, we will delete your information. You may also click ‘unsubscribe’ from the link which appears on all news emails.


Instruct-ERIC offer members the opportunity to apply for research infrastructure access visits, internships, R&D funding and bursaries. Such applications are made by submitting a proposal through our online portal, which go through peer review. Additional personal data is required in the form of your research history and biography. Personal data will be kept private and only visible to Instruct Centre staff, those who will moderate or review your proposal, or host your visit. 

We use the personal data you provide for the purpose of reviewing your application, arranging the services, and to communicate with you throughout the process. We process your data on the basis of the proposal contract (see Terms and Conditions of User Access Applications), which we ask you to agree with at the final stage of the online proposal system. We are required to maintain personal data for the purposes of reporting to our funders, and to comply with UK law relating to financial recording.

As stated in the terms of submission, limited personal information (name, home country) of successful applicants will be published on the Instruct-ERIC website, and may be shared with funders on request.

In certain cases research proposal peer reviewers may be located outside of the EEA, in which case your proposal data may leave the EU GDPR jurisdiction. If your visit is scheduled for a research infrastructure outside of the EEA, your personal data will be shared with the Instruct-Centre facilitating your visit. All reasonable steps will be taken to ensure that your data is treated securely and in accordance with this privacy policy.


When you visit some pages on our websites, your computer may be issued with a small file (a "cookie") for the purposes of managing and improving the services on the website. The cookies that we use on our websites do not contain any personally identifying information. You can set your browser to refuse cookies or warn you before accepting them. However, some cookies are essential to the operation of the site and if you do refuse such cookies then some or all of the website may not work properly or be available to you. For example, if you refuse to accept the website authentication cookies then you will not be able to log into the website.

ARIA uses Matomo software for data analytics. The data is collected, processed and stored by us on our servers (see Matamo uses some additional cookies to help us analyse how our users use our sites in order to improve the user experience. You may refuse the use of these cookies using appropriate settings in your browser. You can also prevent us from tracking you on our sites by setting “Do not track” in your browser. We have configured our analytics to respect do-not-track requests. Cookies set by Matomo start with “_pk_”. For more information about the cookies used for Matomo please see


We use anonymised IP addresses for our Matomo analytics, however we do also collect full IP addresses in our server logs for security reasons. This information is held as a legitimate interest for the purposes of detecting and preventing unauthorised system access, and ensuring system security.


We provide an API to allow you to integrate your proposal data from ARIA into external applications, such as Westlife. If you choose to export your proposal using our API, you will be sharing your personal information with a third party of your choice. 


You can use your ARIA account for authentication for a selection of partner services including CPP4, EGI, NKI services and West-life. In choosing to authenticate using your ARIA account, you are agreeing that a small amount of personal data is shared with the partner service. This data includes your name, institutional affiliation and email address. 


Where Instruct-ERIC is using your personal data on the basis of consent, you have the right to withdraw that consent at any time. Where Instruct-ERIC is using your personal data on the basis of legitimate interest, based on your membership to Instruct-ERIC, you have the right to request that we cancel membership and delete your personal data. You would no longer be able to log-in to the ARIA system or access membership benefits. 


You are entitled to request a copy of the data we hold on you. In your request, you would need to provide information to confirm your identity. If we hold personal information about you, we will give you a copy of the information in an understandable format together with an explanation of why we hold and use it.Once we have all the information necessary to respond to your request we’ll provide your information to you within one month. This timeframe may be extended by up to two months if your request is particularly complex. 

If you would like further information on your rights or wish to exercise them, please write us at Instruct Admin Team, Oxford House, Parkway Court,John Smith Drive, Oxford, OX4 2JY, or contact us at


We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with changes to this policy. We may notify you of significant changes to this policy by email. 


In the first instance, please talk to us directly so we can resolve any problem or query. You also have the right to contact the Information Commissioner’s Office (ICO) if you have any questions about Data Protection. You can contact them using their helpline 0303 123 113 or at

Instruct-ERIC Privacy Policy version 2.01 updated May 2018