Privacy Policy

This policy was last updated 23 May 2018.

What does this policy cover?

This policy covers the processing of personal data by Kleijnen Systematic Reviews Ltd ("KSR") whose registered office is at 6 Escrick Business Park, Riccall Road, Escrick, York, United Kingdom YO19 6FD.  KSR can be contacted at or via phone on +44 (0)1904 727980.

This policy will help you understand how KSR will treat your personal information. This policy may change from time to time so please check back regularly.

What personally identifiable information does KSR collect from me?

Personal data such as contact information is gathered when you register for our website. During registration KSR may ask for your name, telephone number, email address, company, title, address and post code. In order to invoice for subscription purposes, we will also ask for contact details (email and postal address) for your finance department.

In addition to registration we may ask you for your personal information at other times, for example when you report a problem with one of our sites or services. If you contact KSR we may keep a record of that correspondence.

KSR collects anonymised data in several ways from different parts of our network of websites and in the course of our activities. 

How does KSR use my personal data?

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract we are about to enter into or have entered into with you.
  • Where is it necessary for our legitimate interests (or those of a third party), and your interests and fundamental rights do not override those interests.
  • Where we need to comply with a legal or regulatory obligation.

How does KSR safeguard my privacy?

It is very important to us that you should be able to use and enjoy our website and services without having to compromise your privacy in any way.

KSR takes technical and organisational measures to ensure the security of your data. Your data will be processed securely by our staff in the UK and our servers are encrypted. No data transmission over the Internet can be guaranteed entirely secure. While we strive to protect your personal information, KSR can neither ensure nor warrant the security of any information you transmit to us or from our online products or services, and you do so at your own risk. Once we receive your transmission, we make our best effort to ensure its security on our systems.

Ultimately, you are solely responsible for maintaining the secrecy of your passwords. KSR staff will NEVER compromise your security by asking for your password online. Please be careful and responsible when you are online.

How long does KSR keep my data?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. 

How does KSR use cookies and monitoring?

KSR uses cookies as a means of offering and providing customisable and personalised services. Your browser has settings that will allow you to accept all cookies, be informed as cookies arrive or reject all cookies. Our website is designed to work equally well with all settings, however please be aware that by rejecting all cookies we are unable to match the site content we offer you to what we know about your preferences from previous visits.

KSR collects IP addresses for system administration, for independent audit and to report aggregate information. By this we can see how our sites are being used, and how long users spend on particular pages. This is data about our users' browsing actions and patterns and it does not identify anyone individually.

Data subject rights

Subject access requests

The General Data Protection Regulation (GDPR) grants you, the data subject, the right to access particular personal data that we hold about you. This is referred to as a subject access request. We shall respond promptly and certainly within one month from the point of receiving the request and all necessary information from you.

Right to rectification

You have the right to request from us, without undue delay, the rectification of inaccurate personal data we hold concerning you. Taking into account the purposes of the processing, you may also have the right to have incomplete personal data completed. This may involve providing a supplementary statement to the incomplete data.

Right to erasure

You have the right to request from us the erasure of personal data concerning you without undue delay, unless we are required to retain information in order to fulfil our legal obligation or the holding of the data is in accordance with our lawful basis for doing so.

Right to restriction of processing

Subject to exemptions, you shall have the right to restrict the processing of your data where one of the following applies:

a) the accuracy of the personal data is contested by you.

b) you believe processing is unlawful.

c) you believe that we no longer need the personal data for the purposes of processing. 

d) you have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.

Notification obligation regarding the rectification or erasure of personal data or the restriction of processing

We shall communicate any rectification or erasure of personal data or restriction of processing as described above to each recipient to whom the personal data has been disclosed, unless this proves impossible or involves disproportionate effort. We shall provide you with information about those recipients if you request it.

Right to data portability

You have the right to receive your personal data you have provided to us in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.

Right to object

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, unless this relates to processing that is necessary for the performance of a contract carried out in the compliance of a legal obligation, public interest or an exercise of official authority vested in us. We will no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms, or for the establishment, exercise or defence of legal claims.

Right to not be subjected to decisions based solely on automated processing

We do not carry out any automated processing which may lead to an automated decision based on your personal data.

Invoking your rights

If you would like to invoke any of the above data subject rights with us, please email