Privacy notices

Personal data

The Google Form will collect Personal Data related to:

• Name 
• Email
• Phone Number 
• Job title and location
• Staff Identification Number

Special category data

We will also collect identifiable data related to protected characteristics which may include:

• Age 
• Disability or long-term health condition 
• Ethnicity
• Sex 
• Trans Status or Gender reassignment
• Religion or belief
• Sexual orientation
• Caring Responsibilities

There is potential that the data will include information on criminal offence data and will be managed according to UK-GDPR (2018), Article 10. 

We will use your data to:

• To inform the proactive and preventative work of the University in addressing bullying, harassment, hate incidents, unwanted sexual conduct and sexual assault which may be experienced by some members of Oxford Brookes’ community.
• The University needs to use this data for scientific or research purposes.
• When required, to enable an assessment of workplace risk, to consider whether any interim reasonable measures are necessary to protect staff and students. 
• In some cases, we may be required to initiate the Disciplinary Procedure or appropriate People Directorate policies or procedures in order to investigate the matter reported. When you have submitted a report disclosing your details, we will inform you of what we are doing.
• In some cases, where the information in your report highlights a potential risk to the health and safety of you or another person, we may notify relevant external services such as the Police or Local Safeguarding Officer. 
• To enable the People Directorate and/or staff harassment advisors to contact you to offer support, advice and information in relation to your report.
• If OBU asks you for sensitive data such as; ethnicity, political opinions, religious or philosophical beliefs, trade-union membership, data concerning health or sexual life, genetic/biometric data or criminal records OBU will use these data because:
  • You have given Oxford Brookes University Explicit Consent to do so
  • The University needs to use this data to protect you or others from the risk of harm where consent cannot be given

Who we will share your data with

Relevant members of the People Directorate, including People Managers, the Equality, Diversity and Inclusion Team and Strategic People Partners. 

Who we may share your data with

In some cases, the data may also be shared with Head of School or Directorate, and/or the Chief People Officer (or Academic Registrar and Director of Academic and Student Administration when relevant). 

When requested, your data may be shared with a Staff Harassment Advisor and/or line manager. 

If your report relates to a student, your data may be shared with the Student Investigation and Resolution Team and the Student Welfare Team. 

Your personally identifiable data will not be disclosed to any third parties without your consent, unless the information in your report highlights a potentially significant risk to a person’s health and safety. In this case, we may share the information in your report with the University’s Security Services Team, Student Investigation and Resolutions Team, People Directorate, Student Welfare Team and/or external services such as the Police or Local Safeguarding Officer. 

Anonymised data may also be shared as part of annual reporting. 

We process your personal data based on:

• Consent under Art., 6(1)(a) of the UK GDPR 2018.
• Legal obligation under Art., 6(1)(c) of the UK GDPR 2018.
• Vital interest under Art., 6(1)(d) of the UK GDPR 2018.

And special category under

• Art., 9(2)(a), UK GDPR 2018.
• Art., 9(2)(c), UK GDPR 2018.
• Art., 9(2)(g), UK GDPR 2018.

No.

No.

No.

We are committed to ensuring the security of your personal data. Here at the OBU we implement a variety of security measures to maintain the safety of your personal information. These measures include:

• Encryption: We use encryption to protect sensitive data during transmission and storage.
• Access Controls: Access to personal data is restricted to authorised personnel only, based on their role and responsibilities.
• Regular Audits: We conduct regular audits and assessments of our data protection practices to ensure compliance with relevant laws and regulations.
• Secure Storage: Personal data is stored in secure facilities with appropriate physical and technical safeguards.
• Incident Response: We have procedures in place to respond to data breaches or security incidents promptly and effectively.

All data will be stored for up to 6 years in accordance with the Oxford Brookes retention schedule 6.9.1.

• You have the right to be informed.
• You have the right of access to your data.
• You have the right to correct data if it is wrong.
• You have the right to ask for your data to be deleted.
• You have the right to restrict use of the data we hold.
• You have the right to data portability.
• the right to object to OBU using your data.
• You have rights in relation to using your data automated decision making and profiling.

If you have questions or concerns about our use of your personal information?  Please contact Oxford Brookes at info.sec@brookes.ac.uk to ask for guidance or make a complaint. 

You can independently contact the independent Oxford Brookes Data Protection Officer at BrookesDPO@brookes.ac.uk.

If you are unhappy with how we have processed your personal data, you can also complain directly to the ICO as shown below.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk