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Cochrane Accounts
Everyone involved with Cochrane should have a Cochrane Account. When people activate their Cochrane Account, they consent to us storing and using their data.
Please encourage people who want to get involved in Cochrane's work to create their own Cochrane Account. This has benefits for both Groups and individuals.
Groups can:
- avoid collecting personal data on Group contact forms
- reduce the creation of duplicate accounts
- ensure we track people's contributions to Cochrane across the organisation
Cochrane Account holders can:
- view and edit their own personal details
- choose which newsletters they wish to receive
- access training
- find out more about ways to contribute to Cochrane
Since the process of decommissioning Archie has begun, groups can no longer create Cochrane Accounts for individuals. Any existing contacts who have not yet activated their Cochrane Account, can do so by clicking on the ‘Reset password’ link on any Cochrane Account login page.
Individuals are responsible for keeping their personal details up to date in their Cochrane Account. If this is not possible please contact support@cochrane.org to let them know if changes need to be made to a person's Cochrane Account, for example it:
- someone has died
- someone has two accounts that need to be merged
- someone has requested that their personal information is deleted from our systems.
If you need to collect and store data about individuals outside of our core systems, you are responsible for keeping this data safe and using it in accordance with all applicable data protection legislation.
Storing data
Cochrane uses various central systems to store personal data. Our central storage is regularly backed up and is secure (accessible only to those with permissions).
| System | What personal data are stored | Who has access to data |
| Cochrane Account / Single Sign On system / Membership database (CRM | Personal details of everyone who has a Cochrane Account, including their interests, contact details, membership data, group role information and consent to receive emails |
Limited people in Central Executive Team. Individuals can view / update their own details in their Cochrane Account |
| Editorial Manager | Personal details of everyone involved in evidence production including editors, peer reviewers and authors (including their declarations of interest) |
Central Editorial Service staff and other limited people. Staff in Review Groups (time limited access to end early 2025) Individual can view / update their own details |
| Engage | Personal details of anyone who has chosen to share their profile. Contact details are not shared | Individuals can update their own details in their Cochrane Account and control whether it is shared on Engage |
| COI Portal | Names of people with a core role, listed by group. Date and content of their last declaration of interest | This webpage is available to the public |
| Convey | Personal details of authors who have submitted declarations of interest: name, email and potential conflicts of interest | Central Editorial Service staff and other limited people. Staff in Review Groups (time-limited access to end early 2025) |
| Licence for Publication | Names of authors of manuscripts to be published / published | Staff and other limited people. Staff in Review Groups (time-limited access to end early 2025) |
Groups wishing to store additional personal data relating to people who are interested in their group should be aware that they are responsible for complying with all applicable data protection legislation. These responsibilities include but are not limited to:
- keeping data secure,
- keeping data up to date,
- ensuring data held are correct; and
- ensuring data held are relevant.
Storing data safely outside central systems
If you need to keep personal data on external files or spreadsheets, you should only include minimal personal information. Please avoid storing several types of personally identifying information together, such as lists of names and email addresses. If they are necessary, spreadsheets and local files must be securely stored, with password protection, encryption and written procedures on how they are kept up to date, relevant and correct. Do not print spreadsheets or other files out or send them via email.
You can store contact details for mailing lists in a dedicated secure emailing platforms such as Brevo or MailChimp. Mailing platforms can also include custom fields in sign up forms, so you can store information about people on your mailing list(s), including details about their interests and what kind of emails they want to receive from you (for example newsletters / volunteer opportunities).
If your Group's host organisation has a preferred system for you to use, you must make sure that it is compliant with your data protection responsibilities.
If you have any questions about this or need further assistance, please contact the Cochrane Support Team: support@cochrane.org.
