University of Hertfordshire Report and Support Data Protection Privacy Notice
Your personal data (information which identifies you as an individual), including any sensitive personal data (e.g. special categories of personal data such as, racial or ethnic origin, physical or mental health) that you provide is handled in accordance with the University's Data Protection Policy and Privacy Notice (https://www.herts.ac.uk/__data/assets/pdf_file/0017/233090/IM08-Data-Protection.pdf ) and this privacy notice. Together they provide information about how we protect your privacy.
How your data will be used
We may use the information you provide for the purpose of:
- Helping us to identify the best person for you to speak to in relation to your report;
- Providing the person with your contact details (if you have provided them) and some useful background information that will enable them to understand the nature of your concern or the incident you are reporting;
- Where applicable, reviewing your report and taking further action if required. We will write to you to keep you inform of what we are doing.
- Once we have concluded any actions we have taken, we will write to you to inform you of the outcome.
When reporting anonymously, we will not ask you for any personal identifiable details. Please be aware that if you disclose on an anonymous basis, the University will not be able to offer direct advice or take any action on the report. However, we will keep an anonymised record of your report to identify whether there have been/are other similar reports and whether there is a pattern of behaviour or trends that should be addressed.
For us to be able to assist you fully, we encourage you to provide us with your personal details.
Disclosing your personal data
Your identity and your other personal data will be disclosed within the University of Hertfordshire on a need-to-know basis only. We will always seek to process the minimum amount of personal data possible for us to deal with your report. Personal data will not be disclosed to any third parties without your consent unless there are legitimate reasons requiring us to do so, for example, where the information you have provided highlights a potential risk to a person's health and safety.
Retaining your 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. We will keep records of all reports, both anonymous and named, for 1 year from case closure on the ‘Report + Support’ system. We may retain some anonymised information to monitor our work in this area, but you will not be identifiable from this information.
Your data rights
You have certain rights in relation to your personal data, subject to certain conditions. These include:
· The right to access your personal data held by us.
· The right to require us to rectify any inaccurate personal data held by us about you.
· The right to require us to erase personal data held by us about you where we no longer need to use the personal data to achieve the purpose we collected it for; or where you withdraw your consent if processed on this basis. Please note, a withdrawal of consent may prevent us from reviewing and processing a report, and/or from taking further action based upon that report
· The right to restrict our processing of personal data held by us about you, e.g., Where we no longer need to use the personal data to achieve the purpose we collected it for, but we require the data for the purposes of dealing with legal claims.
If you have any questions, comments and requests regarding our data processing practices and your rights, please send to email@example.com
You can also find more information about how your information is processed as part of the reporting system provider’s (Culture Shift) Privacy Notice.