Updated: 21 March 2022
Oxford Brookes University (OBU) will be the Data Controller of any personal data that you supply.
This means that they will make the decisions on how your data is used and for what reasons. You can contact OBU’s Information Management Team on firstname.lastname@example.org.
Why do we need your data?
- To inform residential services and wellbeing teams of where students have tested positive for Covid-19 and may require additional support
- To inform our HR department of staff members who have tested positive for Covid-19
- To inform the university major incident teams when required of all the current numbers of those who have tested positive for Covid-19
- To inform the proactive and preventative work of the University in addressing confirmed cases of coronavirus by some members of Oxford Brookes’ community
- To understand the areas of the University which are most affected by Covid-19, whether particular groups of staff or students are affected, how severe symptoms are and monitor for increases in cases.
What is OBUs legal basis for collecting this data?
The legal basis for processing personal data is performance of a public task by the data controller. The legal basis for processing special category personal data is that processing is in the substantial public interest.
What types of personal data will Oxford Brookes University use?
Where the reporting individual has disclosed their identity, we will use their name, email address and job title (staff only).
We will use records of interactions following the submission of a report where the reporting individual has disclosed their identity.
Who will OBU share your data with?
Your data will be shared with the HR Team, nominated persons from Academic and Student Administration and Residential Services, Major Incident Lead and the Covid Response Team.
Will OBU transfer my data outside of the EEA?
What rights do I have regarding my personal data that OBU holds?
You have the right to be informed – via privacy notices such as these and other communications relating to data protection.
You have the right of access to your data - if you would like copies of the personal data Oxford Brookes stores please contact the IT Services Information Management team (contact details below).
You have the right to correct data if it is wrong - please contact the Information Management team if you believe your personal data is incorrect or out of date.
You have the right to ask for your data to be deleted - please contact the Information Management team if you believe you have a reason related to your personal situation for us to delete personal data we hold.
You have the right to restrict use of the data we hold - in certain circumstances you can request that processing of your personal data is restricted pending review.
You have the right to data portability - where possible Oxford Brookes will facilitate the digital transfer of data between compatible systems.
You have the right to object to Oxford Brookes University using your data. Please contact the Information Management team if you believe your personal data is being used unlawfully or you have reason particular to your personal situation why we should not be processing it.
Your data will not be used to undertake any automated decision making or profiling using your personal data that falls within the scope of UK law.
Where did OBU source my data from?
Data is sourced directly from students, staff and other users of the reporting tools.
Are there any consequences of not providing the requested data?
If the requested data is not provided, we will not be able to use it to inform our support and residential teams to address those who have tested positive for Covid-19 within Oxford Brookes’ community.
If contact details are not disclosed, the HR Team, nominated persons from Academic and Student Administration and Residential Services and Major Incident Lead will not be able to contact reporting individuals to offer support, advice and information related to the report.
Will there be any automated decision making using my data?
There will no automated decision making using your data.
How long will OBU keep your data?
Your personal data will only be retained for as long as necessary to fulfil the purposes described in the 'Why do we need your data' section above. After this your personal data will be securely deleted.
Who can I contact if I have concerns?
You can contact the IT Services Information Assurance Team via email@example.com if you have a concern about Data Protection matters or if you want to exercise your rights under Data Protection or Freedom of Information law.
You can contact Oxford Brookes‘ Data Protection Officer via BrookesDPO@brookes.ac.uk. The Data Protection Officer ensures that Data Protection provisions are applied lawfully in Oxford Brookes.
You can contact the information Commissioner via the website ICO.org.uk if you wish to contact the national regulator for Data Protection or Freedom of Information matters.