Why we process Personal Information?

The Intembeko ORCID Hub is a web service that assists the research organisations you're associated with to authoritatively assert these relationships in your ORCID record. Whether you are a student or a member of staff, your relationship with your home organisation can be recorded in your ORCID record by the organisation involved. This benefits you as it proves that you have a bona fide affiliation with that organisation.

When you log in some basic information about you gets transferred from your home organisation to the Intembeko ORCID Hub. This includes your name, email address, and your affiliation (e.g. staff or student) to your home organisation. When you subsequently connect your ORCID iD to the Hub, your affiliation along with the name of your home organisation will be written to your ORCID record.

The Hub also allows your home organisation to read any information from your ORCID record that you have marked as visible to "everyone" or to "trusted parties". Your home organisation may use this information to pre-populate forms so that you do not have to retype the information in multiple places or to help automate processes. Your home organisation may also use your ORCID iD for reporting purposes as well as display your ORCID iD on e.g staff profile websites.

Your home organisation has a legitimate interest in processing this information, and TENET acts as an operator (data processor) on their behalf.

What information do we collect about you?

In order for the Hub to function in the way it was intended, we collect the following information obtained from your home organisation via a federated login process:

• Given name(s)
• Surname or family name
• Email address
• Your affiliation to your organisation (e.g student or staff)
• Your home organisation’s personal identifier (username) for you

When you give the Intembeko ORCID Hub permission to read/write from your ORCID record, we collect the following information

• Your ORCID iD
• Employment, affiliation, works, grants and other information listed in your ORCID record and set as visible to the Hub.

In collecting this information, the Hub follows ORCID Inc's privacy best practices for ORCID record holders. To familiarise yourself with these best practices please see ORCID Inc's privacy policy.

Your home organisation may also provide additional information regarding your relationship with them and your research activities. The sorts of information they can provide are defined in the ORCID Record schema, and include information about employment, affiliation, works, and funding.

We also collect normal web server logs, i.e. timestamp of access, IP address which requested the page, the page being requested, the HTML result code, etc. The data collected is for the purpose of troubleshooting and debugging potential problems with the Intembeko ORCID Hub's web servers.

Who do we share information with?

As a primary purpose, the Hub shares information with ORCID, Inc. This includes writing updates to your ORCID record based on the permissions you grant to the Hub and to your home organisation. This information is collected from your home organisation, and ORCID Inc will notify you of any changes the Hub makes to your ORCID record. The source of these assertions will reflect your home organisation.

The Hub also shares infomation with your home organisation. This includes all information from your ORCID record that you've made available to your home organisation via the Hub. It also includes ORCID Inc's access token for your ORCID record, so that your home organisation may re-use this token within other systems they manage.

We make use of a third-party analytics service (Google Analytics) to provide insight into how users interact with various websites. This information is used to improve the user interfaces for these sites. The analytics service may set cookies within an end user’s web browser, and these cookies may contain an opaque identifier to uniquely identify the browser. In addition, the analytics service may collect anonymous information about an end user’s browser (such as display size, version, capabilities, etc). You may opt out of this tracking.

Personal Information retention

The Intembeko ORCID Hub may retain some or all of the information collected from your home organisation or from your ORCID record.

ORCID-related personal information collected by the Hub is retained indefinately unless you decide to delete it by. Removing information from your ORCID record will cause the Hub's copy of this information to be removed when it is next synchronised. Information supplied your institution can be removed by their administrators.

Log files and other operational information may be retained for up-to six months. Analytical data and anonymised statistics are currently retained permanently.

Note that connecting your ORCID iD to the Hub provides your home organisation with a long-lived access token (20 years) to allow them to update your ORCID record. However, you can revoke this permission at any time from within your ORCID account. If you do so, all ORCID record information that may have been retained by the Hub will be deleted the next time you log in.

Corrections and objections

You have the right to ensure the data we process is accurate. However, except in very limited circumstances, if there are errors in your personal information, you'd need to contact your home organisation's help desk and/or make those corrections in your ORCID record

If you have any objection to the way we process your personal information, you should cease use of the Intembeko ORCID Hub and contact us.

Information officers

TENET’s information officers (data protection officers) can be reached via email at dpo@tenet.ac.za.

Other documents

Further details of the SA NREN's handling of personal information may be found in TENET's Privacy Policy and the CSIR's Privacy Notice.

Further information on ORCID Inc's handling of personal information may be found in their privacy policy.

Your home organisation may publish their own privacy or acceptable use policies that govern your interaction with the Hub and their use of information obtained from the ORCID or the Hub.