GDPR Privacy Notice


You really should read the below in full, but in summary, it’s stating that you need to agree to us holding (limited) personal information about you in order to provide you with a Crop Diversity HPC account.

Who are we?

The James Hutton Institute and NIAB (“Hutton”, “NIAB”, “us”, “we”, “our”) are acting as joint Data Controllers over any personal data we process about you for the purposes set out in this Privacy Notice. If you have any concerns about our processing of your personal data or you have a general enquiry in relation to data protection please contact our Data Protection Officers at or by telephone on 01382 346814 (Hutton), or (NIAB).

What is personal data?

Personal data means any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

What personal data are we processing?

We are processing the following types of personal data about you for the purposes set out below:

  • your name

  • email address

  • host institution

  • telelphone number

  • IP address

  • any information automatically collected when your visit the UK Crop Diversity website for the purposes set out below.

Where did we obtain your personal data from?

Your name, email address, host institution, and telephone number are provided by you when initially requesting an account or submitting information via an enquiry form or otherwise communicating with us in relation to your HPC account. Your IP address and other information automatically collected is logged whenever you access and use the system.

Where will we keep your data?

Your personal data is stored within the UK on secure servers located in Hutton’s sites in Dundee or Aberdeen.

Why are we processing your personal data?

We are processing your personal data for the purposes of providing you with an HPC account, managing effectively your account and your communications with us, responding to enquiries and providing support in relation to this resource and your account. In relation to IP addresses, we use this to inform improvements to the website and for internal system administration. When we use your data for statistical and service improving purposes, we will usually anonymise your data so that you cannot be identified.

Will we share your personal data with any other organisation/third parties and if so, why?

No. However, please note that when you are provided with an account, your username, name and email address may be accessible to other registered users.

Will my personal data be shared outside of the EEA?


How will your personal data be secured?

We work hard to protect your personal data and have adopted appropriate technical and organisational measures to keep it safe from unauthorised disclosure, alteration or destruction. Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data transmitted to us via the internet; any transmission is at your own risk.

How long will we retain your personal data?

We will most usually keep your personal data for as long as you have an account on the system. We will keep your personal data for no longer than is necessary for the purpose we obtained it for or until such time that you withdraw your consent and exercised your right to request that we stop processing your personal data (if relevant).

Do we make any automated decisions about you or profile your personal data?


What are your rights in relation to the personal data we hold about you?

We have summarised your rights below. Please contact either of our Data Protection Officers at (Hutton) or (NIAB) to exercise these.

  • If we are relying on your consent, you can withdraw your consent at any time, at which point we shall stop processing your personal data in that way. Please note this does not affect the legality of our processing up to the date of your withdrawal of consent. However, should you withdraw your consent, we may no longer be able to provide the services or otherwise fulfil our obligations towards you which your consent relates to.

  • You can seek to restrict our processing of your personal data, ask us to rectify any personal data we hold about you or object to us processing your personal data for the purposes stated above.

  • You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you think that we have infringed your rights. You can find more information about reporting a matter to the ICO at the following link:

  • You have the right to access personal data held by us about you.

  • In certain circumstances you have the right to ask us to provide you with your personal data in a structured, commonly used and machine-readable format to allow you (or us on your behalf) to transmit this information to another party. More information can be found at

  • In certain circumstances you have the right to ask us to erase the personal data we hold about you. Such circumstances include (a) where we no longer need your personal data for the purposes set out above; (b) if you withdraw your consent to our processing; (c) if you object to our processing based on our legitimate interest and we have no overriding legitimate grounds to continue processing your personal data; (d) if we process the data unlawfully; or (e) where the personal data has to be erased to comply with legal obligation to which we are subject. We will consider any such request in line with data protection legislation. Please note this is not an absolute right and there may be circumstances where we choose not to delete all of the personal data which we hold about you. More information about your right of erasure can be found at

Changes to privacy notice

Any changes we may make to our privacy notice in the future will be communicated to you in some manner.


Questions, comments and requests regarding this privacy notice are welcomed and should be addressed to: or