CPMS Terms and Conditions of Use

Content last updated: 14 May 2024. Changes made to address change of legal body from CRNCC to RDNCC under new contract from 1 April 2024.  Change of presentation on site to show all content on one page but also leave distinct site links to separate pages.

Introduction

In agreeing to these Terms and Conditions of Use, you are undertaking to ensure the protection and security of all data accessed by you in the NIHR Central Portfolio Management System (CPMS) and to process these data in accordance with the following conditions.

The NIHR RDNCC reserves the right to change these Terms and Conditions of Use at any time. The date of issue of this version can be found at the top of this page.

Acceptable Use: What you are agreeing to do

Data within this service is owned by the Department of Health and Social Care (DHSC). The DHSC is the Data Controller. Data can only be copied, downloaded or shared with 3rd Parties with permission and in line with these Terms and Conditions of Use.  Specific queries can be made through the information contact listed below.  

The NIHR Central Portfolio Management System is part of an Integrated Research Intelligence System. It receives and provides data to the Integrated Research Application System (IRAS), Local Portfolio Management Systems procured by the NIHR Local Clinical Research Networks (specifically, EDGE, ReDA, R-Peak, DOCUMAS and StudyLine), the Sponsor Engagement Tool, and the ISRCTN registry. For non-commercial studies some study record information is also shared with the Be Part of Research public website and the public version of the Open Data Platform (ODP) and will be published online. This includes but is not limited to: study short title, lay persons summary, intervention type, recruitment demographics, name and contact details of the study team including Study Coordinators and sites that are confirmed to be taking part. When accessing CPMS you are required to be cognisant of the respective terms and conditions of the systems within the Integrated Research Intelligence System. 

In agreeing to these Terms and Conditions, you are undertaking to ensure the protection and security of all data accessed by you in the NIHR Central Portfolio Management System (CPMS) and to process this data in accordance with the following conditions depending on which class of user you fall into:

For all Users:

Users of this service will respect the privacy of personal data as described in the CPMS Privacy Notice. 

You are expected to adhere to standard information security good practice, 

for example:

• not sharing accounts 

• choosing secure passwords

• only accessing confidential information when you cannot be overlooked

• not sharing data with people who are not authorised to see it 

This list is not exhaustive.

You are expected to:

• adhere to any relevant data sharing agreements

• respect the data that you are using in line with the Privacy Notice - CPMS Privacy Notice.

• adhere to any prevailing legislation

For non-commercial study teams:

• Study records are created  in CPMS when a Service request is submitted, or a request for RDN support is made (either via IRAS API,  the online SoECAT or the RDN Non-commercial Portfolio application service) or a when a study record is manually created 

• In order to provide support for your study, the NIHR RDN requires up-to-date information on your study and the recruitment activity for your study to be maintained at all times. 

• In accessing RDN support, you agree to maintain your CPMS study record, updating the record or informing the RDN when any changes to funding, sponsorship arrangements,  study design, targets, timelines (planned and actual dates) or contacts occur and to either confirm that the recruitment information provided for your study is accurate or provide recruitment information into CPMS on a regular basis during the lifecycle of the study (as specified by the RDN).

• All information and documentation submitted through the CPMS in relation to a request for RDN Services will be held in the strictest confidence at all times and managed under a duty of confidence in line with prevailing data protection legislation

• In providing any personal information within the CPMS Submission “Study Team Contacts” [CPMS System role] should have gained the consent  of the named individual(s) 

• If these terms are not adhered to, affected studies may be withdrawn from the NIHR RDN Portfolio and therefore may no longer be able to access NIHR RDN support

For Life-sciences industry users:

• All information and documentation submitted through the CPMS in relation to a request for RDN Services will be held in the strictest confidence at all times and managed under a duty of confidence in line with prevailing data protection legislation

• In providing any personal information within the CPMS Submission “Company Contacts” [CPMS System role] should have gained the consent  of the named individual(s) and that consent should have included information on how personal information provided will be shared with colleagues across the NIHR RDN as described in the NIHR RDN Model Confidentiality Agreement (see below) 

• The prevailing NIHR RDN model Confidentiality Disclosure Agreement will be in place before commencing the Industry eligibility and feasibility process

• In order to provide support for your study, the NIHR RDN requires up-to-date information on your study and the recruitment activity for your study to be maintained at all times

• In accessing RDN support, you agree to maintain your study record, updating the record when any changes to study design, targets, timelines (planned and actual dates) or study contacts occur and to confirm that the recruitment information provided for your study is accurate or provide recruitment information into CPMS on a regular basis (as specified by the RDN)

• All information and documentation submitted through the CPMS in relation to a request for RDN Services will be held in the strictest confidence at all times and managed under a duty of confidence in line with prevailing data protection legislation

For individuals with Local and National Portfolio Manager system roles:

• Data contained within the NIHR CPMS can only be used for internal management information. Its use is to be limited to supporting day-to-day operations and decision making

• Data can be used in relation to research related activities only. Research related activities are defined as activities along the research delivery pathway conducted in relation to, but not limited to: the research idea; study development; study planning, monitoring and performance managing; study set-up and start-up; study recruitment and follow-up; and/or study closure.

• You must safeguard the data from unauthorised and unlawful disclosure. Individual access must be appropriately restricted, unique login credentials must not be shared or transferred to any other individual.

• To immediately notify the RDN using supportmystudy@nihr.ac.uk where any individual raises concerns with regard to your use of the data, or where you have concerns regarding other individuals use of the data.

• Individuals wishing to re-use any data from CPMS for any other purpose i.e. referencing CPMS data in materials to be published and/or be made publicly available, must request permission using supportmystudy@nihr.ac.uk. It is the decision of the NIHR RDN as to whether to allow such re-use.

• Upon any breach of the above conditions for reasons not attributable to the default of the RDN, you and/or your employing organisation shall: 

1. indemnify RDN against all reasonable liabilities, costs and expenses that may arise and 

2. the RDN may immediately terminate your User account without giving notice.

• If you have not logged into CPMS for more than 18 months, your Local or National Portfolio Manager system role will be removed from your account.  If you still require this role, you must contact the authorised approver in your organisation.  Contact the Support My Study helpdesk on supportmystudy@nihr.ac.uk for assistance if your role has been removed

• If you leave the role for which you were granted a Local or National Portfolio Manager system role, you must contact the Support My Study helpdesk on supportmystudy@nihr.ac.uk to inform them that you no longer require access to CPMS and ask for your system role to be removed. 

Service Availability: What RDNCC provide

The NIHR RDNCC endeavours to ensure that all information on this system is accurate and available in a timely manner. If you find inaccurate information please let us know by contacting supportmystudy@nihr.ac.uk. 

We endeavour to provide high levels of service availability. However availability at any point, particularly out of support hours, is not guaranteed. Support is limited to core service hours (weekdays hours). Please note the system is unavailable when system changes or fixes are deployed. A banner will be displayed at the top of the screen to indicate any changes you make during such a deployment will not be saved.

Breaches of these Terms of Use: Who to contact

If you become aware of any breaches in use of this service and the data involved, then you should report it to rdncc.ig@nihr.ac.uk.

 Access to accounts may be suspended without notice. 

Intellectual Property: Who owns the information

The intellectual property of this service and all materials relating to it belong to Department of Health and Social Care.

Further information and contacts

Further sources of information are:

• Privacy Notice for this service, which includes within it contact details for GDPR related information requests -  CPMS Privacy Notice

• Email address for reporting security breaches: rdncc.ig@nihr.ac.uk

• For queries about these terms and conditions: supportmystudy@nihr.ac.uk 

• For Be Part of Research queries please contact:  bepartofreseach@nihr.ac.uk