Research Community

The HITRIplus Research Community is a service dedicated to building a community of researchers and industrial partners. By registering to the community, the data provided are used, in execution of the contract between the parties, to:

• Verify the legitimacy of the request for access to the reserved area
• Allow access to the area dedicated to the Project documentation

The data collected consist in identification and contact details (email required) to access the reserved area. The provision of data is mandatory for the service execution.

The data are not transferred to third parties but the provider of the site management and the provider of the research community repository (data processors) and are accessible only to the staff of CNAO’s Communication Office.

The subscriber can request the deletion of his profile at any time by sending a request to comunicazione@cnao.it or privacy@cnao.it.

This processing activity is not performed via this website, and described here for the sake of transparency.

Clinical Newsletter

All members of the Research Community (either by subscription or by upload) receive a periodic newsletter with scientific information sent on the basis of legitimate interest of HITRIplus coordinator (CNAO) to execute the Project and share knowledge about ion therapy research.

For this purposes, only contact details of the data subjects will be used by CNAO’s Communication Office and by the specialized suppliers in charge of communication activities. Data will be stored and used until the data subject exercises the opt-out to receive the clinical newsletter, which can be carried out at any time from its footer, thus preventing subsequent transmissions.

This processing activity is performed via this website, as described below.

General Newsletter

All users of this site who are interested in being informed about HITRIplus activities, can request from the footer of the site (or from any other forms contained in specific landing pages or documents) to be subscribed to the newsletter in order to receive, via email, information and news about the activities of the HITRIplus Project, including invitations to participate in events or surveys and fund raising campaigns.

For this purpose and in execution of the contract, the contact details of the data subjects will be used by CNAO’s Communication Office and by the specialized suppliers in charge of communication activities. The data will be stored and used until the data subjects revokes the consent to receive the newsletter, which can be carried out at any time from its footer, preventing subsequent transmissions.

This processing activity is performed via this website, as described below.

To integrate and propel medical research on cancer treatment with heavy ions beams, a web based heavy ion therapy patient registry collecting clinical and dosimetric data of cancer patients receiving carbon ions radiotherapy, is created.

Data for observational perspective research are collected only with the consent of patients who have initiated CIRT in one of the adrontherapy center. Patients are asked for consent to use their identification data and other very personal information on the tumour that afflicts them and the therapy they are subjected to. Data are pseudonymized by each ion therapy center (MEDA, CNAO, UKHD and UKGM) before the transmission to the Registry

A read-write access to this data will be granted only to the researchers of the four Centres, and if necessary to the Commission Services.

The data stored in the Registry are retained for 50 years, according to the informed consent for personal data processing for clinical research purposes provided to patients.

This processing activity is not performed via this website, and described here for the sake of transparency.

Courses Registration

HITRIplus organizes courses and masterclasses on heavy ion therapy research delivered by leading scientists and engineers which will broaden the view and increase the understanding in the field.

Participants for each school are selected through a merit-based equal opportunity (including gender equality) European-wide call. At this end, the personal data required for the application for the single course (identification, curriculum and contact data, videos and photos) are therefore necessary, in execution of the contract, for evaluate the eligibility of the student, be able to manage registrations and contact those who register for information or changes or cancellations of the event. For some classes, certificates of degree or specific trainings could be required. Participants’ e-mail addresses may also be used to report other relevant initiatives and news about the activities of the HITRIplus Project on the basis of legitimate interest of HITRIplus coordinator (CNAO) to execute the Project and share knowledge about ion therapy research. Contact data will be stored and used until the data subject exercises the opt-out to receive such communications, which can be carried out at any time from its footer, thus preventing subsequent transmissions.

The data are collected and managed by SEEIIST (UKIM, CMSM) which take lead responsibility for the organisation and marketing of the courses and by the staff of the CNAO’s Communication Office who sends the newsletter. In addition, they can be accessed by the specialized provider who manages this website.

Data are stored according to the rules specified for the single event in the related information notice.

This processing activity is performed also via this website, as described below.

Internship and Secondments

HITRIplus organizes secondments (for employed researchers/practitioners) and internships (for students) to spend a few weeks at one of the European heavy ion therapy research infrastructures and hence gain hands-on experience.

The participants will be selected through a merit-based equal opportunity (including gender equality) open call to the whole European community. At this end, the personal data required for the application for the secondments/internships (identification, curriculum, degree certification and contact data) are therefore necessary, in execution of the contract, for evaluate the eligibility of the individual and be able to manage registrations. Participants’ e-mail addresses may also be used to report other relevant initiatives and news about the activities of the HITRIplus Project on the basis of legitimate interest of HITRIplus coordinator (CNAO) to execute the Project and share knowledge about ion therapy research. Contact data will be stored and used until the data subject exercises the opt-out to receive such communications, which can be carried out at any time from its footer, thus preventing subsequent transmissions.

Data are collected and managed by UM which takes responsibility of organising the secondments and internships, and by the staff of CNAO’s Communication Office for sending the newsletter. Moreover, they could be accessed by the staff of CNAO’s Communication Office and the specialized provider who manages this website and then transferred to the hosting facility.

Data are stored according to the rules specified for the single facility.

This processing activity is performed also via this website, as described below.

The physicians who want to join the Transnational Access (TA), a service offered by HITRIplus, and request an assessment of eligibility for treatment with hadrontherapy for a patient must transmit information relating to the state of health and other patient’s very personal information  to HITRIplus’ clinical team (User Selection Panel), to allow their assessment. In this sense, the processing of personal data is carried out in execution of the contract between the parties (physician, potential patient and HITRIplus USP, including the 4 adrontherapy centers as joint-controllers).

Whatever the type of potential patient and request, the physician must follow a procedure that can be activated only through this website and that allows the complete and secure transmission of all information necessary to carry out the assessment. The document sending system used on this site is encrypted: no personal information is stored on the site, but delivered directly to the recipient (User Selection Panel) and not accessible to any third parties.

All the requested information is used with the sole purpose of carrying out the preliminary evaluation of the clinical case, necessary to determine if the subject can be a candidate for hadrontherapy treatment, failure to provide data prevents us from proceeding with the evaluation. The data will be accessible and consulted only by the the User Selection Panel (USP) and, in case of positive evaluation, transmitted to one of the four TNA providers (CNAO, MEDA, UKHD and UKGM).

The data are deleted after 30 days from their receipt, unless it is given access to the TNA service, in which case the data subject (both physician and patient) receives specific information at the first access to one of the four hadrontherapy facility and the relevant data are stored in related clinical records.

The researchers who want to join the Transnational Access (TNA), a service offered by HITRIplus, and apply for beam usage must fill in the related request form and send their personal identification data. In this sense, the processing of personal data is carried out in execution of the contract between the parties (researcher and HITRIplus USP, including the 5 adrontherapy centers as joint-controllers).

Whatever the type of project, the research must follow a procedure that can be activated only through this website and that allows the complete and secure transmission of all information necessary to carry out the beam time request assessment. The document sending system used on this site is encrypted: no personal information is stored on the site, but delivered directly to the recipient (User Selection Panel) and not accessible to any third parties.

All the required information is used with the sole purpose of carrying out the preliminary evaluation of the research project, necessary to determine if it can be approved. The data will be accessible and consulted only by the the User Selection Panel (USP) and, in case of positive evaluation, transmitted to one of the five TNA providers (GSI; CNAO, MEDA, UKHD and UKGM).

The data are deleted after 30 days from their receipt, unless it is given access to the TNA service, in which case the data subject receives specific information at the first access to one of the hadrontherapy facility and the relevant data are stored in its information systems.
References of the approved applicants might be shown in the internal reporting during HITRIplus Project Meeting.

Some services that process personal data among multiple pages and sections of the website are made available to users. Among the abovementioned categories of processing, the services which involve the processing of personal data through this website are the following:

1. Education, Training and Job Opportunities: a web page is provided for those individuals and institutions who want to join the courses, internships or secondments organized by HITRIplus. They can be applied for, or through the compilation of a form and the upload of the CV, or by direct sending to an email address.
2. Transnational Access (clinical): a request page is provided to non-project physicians requesting the assessment of a patient for experimental therapy. The page provides a form to be filled that allows the upload to the destination repository of a significant number of precoded attachments including patient’s health data.
3. Transnational Access (research): a request page is provided researchers for the beam usage application. The page provides a form to be filled that allows the upload to the destination repository of the required attachments related to the research project.