After you submit your request

After you have submitted your request via the Palga Request System, the following procedure starts.

  • The ‘Request authentication and approval’ form must be signed by the main applicant, the project leader and the pathologist, and submitted by email to aanvraag@palga.nl. You will receive this form by email, and you can also find it under the request in the Palga Request System.

 

  • Once the signed ‘Request authentication and approval’ form has been submitted, the request will be processed. The data request consultants then review the request and may suggest adjustments. For instance, they might recommend adding specific data or sample requests, or they could suggest removing certain requests if they feel that these are not relevant to the study.

 

  • The consultants also check data requests to ensure that the research meets the data delivery requirements set by our Data Protection Officer and Privacy Committee.

 

  • Once the researcher and the consultant agree that the request is ready to be submitted, it moves on to the next stage, in which it is assessed by the Scientific Council. The consultant passes on any questions or comments from the Scientific Council to the researcher and shares the researcher’s response with the Scientific Council. The Privacy Committee checks whether the data provision complies with existing legislation regarding the collection and provision of medical data (Medical Treatment Contracts Act (WGBO) and the GDPR).

 

  • Once the request has been approved by the Scientific Council and the Privacy Committee, the consultant can create the requested data file. If necessary, they will consult with the researcher to determine the best search criteria.

 

  • The data file is made available to the researcher for download on a secure server. The researcher is notified as soon as the data is ready. They will also receive a cover sheet containing the exact search criteria, an explanation of the variables in the data file and a quantitative summary.

 

  • After delivery, the researcher can schedule a remote meeting (by phone or via Teams) with the consultant to go through the data file together and discuss any questions.

 

  • The researcher can also get in touch later to expand their request or update the data, or to start a socalled ‘intermediary procedure’ (links to ‘Requesting tissue samples’) to request tissue, anonymised pathology reports or clinical data.

 

  • Prior to publication, please submit the final draft of your study (or any sections related to the provided data) by email to aanvraag@palga.nl.

Frequently asked questions