diff --git a/source/features.rst b/source/features.rst index 59303dfa8dda67c6b49e247be9a267a20aaecc39..f72504f9c9ee08c34ecb2f7449ad754a1404b2f1 100644 --- a/source/features.rst +++ b/source/features.rst @@ -20,6 +20,7 @@ Relevant guides: - :ref:`subject-add-to-study` - :ref:`study-create` - :ref:`study-domains` +- :ref:`study-delete-domains` - :ref:`study-delete` - :ref:`data-protection-dashboard` - :ref:`subject-export` diff --git a/source/guides/appointments-external-scheduler.rst b/source/guides/appointments-external-scheduler.rst index 9a7c434cfd0ea94e75595fa7cac581a4ef26bd8a..721fcc9c99c8643492ae4d75d416b6d3d988b04b 100644 --- a/source/guides/appointments-external-scheduler.rst +++ b/source/guides/appointments-external-scheduler.rst @@ -76,3 +76,6 @@ the dates for appointments for study sessions themselves. 2. In the scheduler, select an appointment and click **Save**. This step can also be done by the subject themself (if you've sent them the link). + +If the change affects the next two working days, the relevant conductors will +automatically be notified of the change. diff --git a/source/guides/data-protection.rst b/source/guides/data-protection.rst index 114c005c1e11f5128613301327bef75571926dc4..4eba31027113595c006d92219aed9b3afdaddba1 100644 --- a/source/guides/data-protection.rst +++ b/source/guides/data-protection.rst @@ -17,6 +17,9 @@ follow-up steps for each category. - A subject is tagged **To be deleted**, **No legal basis**, or **Unreachable** if they should be deleted for different reasons. See :ref:`subject-delete` for the necessary steps. +- A subject is tagged **Unnecessary recruitment data** if they have + recruitment data, but no recruitment consent. See + :ref:`subject-unnecessary-recruitment-data` for the necessary steps. In all those categories it usually makes sense to contact the subjects before taking any action. For example, subjects often want only a part of their data diff --git a/source/guides/recruitment.rst b/source/guides/recruitment.rst index 8589e5a29ab53eae978688453a139ab4f280890c..c7b258447f755ea2f2dcbb9ae456268436417d1d 100644 --- a/source/guides/recruitment.rst +++ b/source/guides/recruitment.rst @@ -112,6 +112,9 @@ you to set up appointments for the participants: 4. The **Calendar** button in the **Appointments** tab opens a new window and allows you to have a look at all already appointed sessions of the study. +5. You can select whether conductors should receive a notification mail about + this change or not. + .. warning:: There are cases in which for example two subjects will be tested at the diff --git a/source/guides/study-management.rst b/source/guides/study-management.rst index 464891157abc018c3cfcd007e224bb9195eab318..f8759570e539afdc9981844766ae7bb51632c13a 100644 --- a/source/guides/study-management.rst +++ b/source/guides/study-management.rst @@ -259,20 +259,37 @@ Finish a study and then resume a study, it is possible that subjects that were already found to be unsuitable are suggested again as potential subjects. +.. _study-delete-domains: + +Delete pseudonym domains +======================== + +The date when a study domain should be deleted (effectively anonymizing the +research data) is usually defined in the ethics application and the study +consent form. + +Once you delete a pseudonym domain from Castellum it is no longer possible to +answer export or delete requests for this particular domain. Make sure that all +relevant external data is either covered by retention periods or has been +deleted before you delete a domain from Castellum. Then proceed as follows: + +1. :ref:`Find the study ` at the **Studies** page, click + **Details** + +2. Go to the **Pseudonym Domains** tab. + +3. Find the relevant domain and click **Delete**. + +4. Follow the instructions to confirm the deletion. .. _study-delete: Delete a study ============== -When a study should be deleted depends on the rules of your specific +When a whole study should be deleted depends on the rules of your specific organization. We assume that it makes sense to delete all study data after few -years, effectively anonymizing the research data. - -Once you delete a study from Castellum it is no longer possible to answer to -export or delete requests for this particular study. Make sure that all -relevant external data has been deleted before you delete a study from -Castellum. Then proceed as follows: +years. 1. :ref:`Find the study ` at the **Studies** page, click **Details** diff --git a/source/guides/subject-management.rst b/source/guides/subject-management.rst index b1ab69f60993c2b2767bad2f1ce47dfee5d13a89..5dbbbf222c993cae31a3dc1be67466373d1396be 100644 --- a/source/guides/subject-management.rst +++ b/source/guides/subject-management.rst @@ -180,6 +180,16 @@ match. Recruitment attributes may be **Mother Tongue**, **Highest Educational Degree**, **Age**, **Handedness** and so on. +.. _subject-unnecessary-recruitment-data: + +Clear unnecessary recruimtent data +`````````````````````````````````` + +If the subject does not have recruitment consent there is no legal basis for +storing any recruitment data. In that case there will be a warning about the +unnecessary recruitment data. You can either clear all data manually or use the +**Delete all** button that is included in the warning. + .. _subject-data-protection-tab: Data Protection Tab @@ -276,9 +286,10 @@ please proceed as follows: still is data about them in studies.**, proceed as follows: - Contact the responsible person for each study and ask them to delete - all collected data of the subject concerned. Identify the subject using - the study pseudonym that is displayed. - - Once the responsible contact person has confirmed the deletion of all + all collected data of the subject that is not covered by retention + policies. Identify the subject using the study pseudonym that is + displayed. + - Once the responsible contact person has confirmed the deletion of the data, delete the participation record using the **Delete** button. 3. If you see a message saying **This subject may still have data in general diff --git a/source/legal-basis.rst b/source/legal-basis.rst index 0d70c8fcb1e495a6bd9f2cb793d81c80d9cdd459..454e08854877038f1ac18fc325ffe6bc4e14a7c6 100644 --- a/source/legal-basis.rst +++ b/source/legal-basis.rst @@ -13,8 +13,9 @@ consent, the legal basis is deduced from available information. - **Study consent**: This applies if the subject either participates in a study or is currently in the process of being recruited for one. This is - valid until the study has been deleted or the subject drops out of the - study. + valid until all pseudonym domains for the study have been deleted or (for + subjects who are interested in news about the study) until the study is + deleted. - **Legal representative**: As long as a subject is the legal representative for another subject it is assumed that the legal basis for the other diff --git a/source/roles.rst b/source/roles.rst index 38f75fbf01331274298db504fd075e97c0cb57fd..924081d884abb17c819408093a9dc7951993ad5c 100644 --- a/source/roles.rst +++ b/source/roles.rst @@ -44,6 +44,7 @@ Relevant guides: - :ref:`study-recruitment-settings` - :ref:`study-domains` - :ref:`study-finish` +- :ref:`study-delete-domains` - :ref:`study-delete` - :ref:`set-up-external-scheduler` - :ref:`study-filter-trial`