The Cochrane Collaboration is an international organisation that depends on IT and internet-based systems for communicating and sharing information to fulfil its purpose. We appreciate the sensitivity of any private information that you disclose to us. We are committed to balancing the need to communicate effectively between individuals and groups, across time zones and over great distances, with your need for privacy.
In order to operate effectively, the contact information that you provide to a Cochrane group will be shared with other Cochrane groups through Archie unless you specifically request otherwise. Your contact information will not be sold or given to anyone outside The Cochrane Collaboration. We will treat your information with the highest level of care.
Archie, and other systems that you log in to with your Cochrane Account, will track you using cookies. The primary purpose is to verify that you are logged in, but we are also able to record the pages you visit, which is used for compiling usage statistics.
The Archie server has strict security in place to prevent intruder entry and retrieval of personal information about its users.
The following information is stored for each person:
- The roles held within various Cochrane groups (e.g. Author in a Review Group or Member of a Methods Group)
We will typically store and share your:
- Address (work and/or home address, if provided)
- Phone and fax
- Email address
Each of the above information elements can be marked as ‘Hidden’, meaning that it will only be visible to a few key people in the Cochrane group the information was given to.
With your explicit permission, we may store and share:
- Your photo - it can be updated or removed on your instructions at any time
We may also store, but not share, your:
- Country of origin
If you provide these data, they will only be directly available to a few individuals. They will be used for general reports on the composition of group membership.
To have elements of your information marked a hidden, please notify your Cochrane group.
Use of your information
To avoid the sending of unwanted emails, The Cochrane Collaboration has a policy that all generic messages must be sent via the Collaboration’s email lists. Subscription to these lists is voluntary, and independent of being registered in Archie.
If there is no relevant email list to use, Cochrane groups may use your contact information from Archie to send (by post or email) information that is targeted to a specific membership or geographic region. These might include information about the Collaboration’s annual conference (the ‘Colloquium’), about regional Cochrane meetings, or perhaps training events for Cochrane contributors. We will never use Archie to send you information that is not directly related to the work of The Cochrane Collaboration.
Archie’s functionality includes preparing information for publication elsewhere. This is how Cochrane Systematic Reviews are published in The Cochrane Library. The full addresses of Contact persons of Cochrane reviews are published as part of the review. For other authors, we publish affiliation details (department, organisation, city and country). Authors can see (in the review documents they approve for publication) which parts of their stored information are published with the reviews.
Except for the information that is provided for publication, we do not pass the information we store in Archie on to third parties.
Data protection regulations vary internationally, but share some common principles. By adhering to the fundamental principles, The Cochrane Collaboration is likely to be compliant with regulations everywhere. The Cochrane Collaboration is registered with the UK Data Protection Register.
Archie is hosted on servers in the UK, and is therefore under the jurisdiction of UK law, which is harmonized with the EU Data Protection Act (1998).
1.0.1: Original published version.