This privacy notice explains how we use your personal information and your rights regarding that information.
What information are we collecting?
Information is provided by the reporter on a voluntary basis. They can decide what information is appropriate to share. The reporting tool provides a series of prompts as follows:
- Your status (i.e. student or staff)
- Your school
- Your gender
- Your age
- The number of incidents you would like to tell us about
- The type of incident(s) (i.e. sexual harassment/violence, discrimination, hate crime, etc.)
- Whether you know the perpetrator of the incident(s) or not
- Whether you would like to leave your email address for further contact or not.
- To facilitate further contact with the University, you can also supply an email address
Why are we collecting your data?
There are two main reasons why the university may need to collect this data:
- To better understand the incidence of misconduct and to inform efforts to enhance the safety of our community of staff and students.
- To provide contextual information to the adviser supporting the survivors of reported incident(s) – only if the reporting students wish to be identified.
How will we use this data?
We will keep a log of reported incidents on our system to help increase our awareness of the incidence of misconduct affecting our community of students and staff. If the reporting person wishes to be identified, we will use their email address to get in contact with them to ensure survivors are offered support. The data will only be shared externally where there is a safeguarding breach, in which case we may have to involve the Police. In accordance with insurance requirements we will store this information for 7 years (after the most recent contact).
What is the legal basis for processing this data?
We will process the data under the legal basis of consent. Therefore, reporting individuals must have consent from survivors for their data being used in the ways outlined in this notice for us to proceed.
If we are sharing your data with others, who are we sharing it with?
Your data will only be shared with designated members of Student Services (if you are a student), or Human Resources (if the reporting individual is a member of staff). However, if there is a safeguarding concern for you or others based on the information provided on the form, we will have to share your information with our Designated Safeguarding Officer and possibly the Police.
What are my rights?
You have a number of individual rights relating to your personal data, comprising:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
Not all of these rights are always available in every situation. You may invoke any of these rights at any time by contacting firstname.lastname@example.org.