Why do we need your data?
- To inform line managers of staff positions on returning to work
- To inform line managers in completing a role based risk assessment
- To inform our OH department of staff members requiring further assessment and advice on returning to work
- To inform our OH department of those staff that are shielding
- To inform line managers and the university major incident team should there be a National second wave
- To inform line managers and the university major incident team should there be a Local Authority Outbreak Plan imposed on the university
- In some cases, we may be required to initiate the General Conduct Procedure or appropriate Human Resources policies in order to investigate the matter reported. Where 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 the Police and/or the University’s Security Services Team of your report.
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.
How does OBU use this data?
If OBU asks you for sensitive data such as; student or staff name, ID, contact details, course or functional team, academic advisor or line manager, health and household position, any further details deemed important, 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 support you or others from the impact of coronavirus
- The University needs to use this data for reporting and support purposes.
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 and OH department, line managers and Major Incident lead.
Your personally identifiable data will not be disclosed to any third parties without your consent, unless the information in your report highlights a potential risk to a person’s health and safety. In this case, we may share the information in your report with the Police and/or the University’s Security Services 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 staff using 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 return to work plans and you will not be able to return to the workplace.
If contact details are not disclosed, the OH department or line manager will not be able to contact reporting staff to offer support, advice and information related to the report.
Will there be any automated decision making using my data?
There will be automated decision making using your data. This will be defined using the ALAMA calculator scoring tool, along with other specific questions within the form to decide who is safe to return to the workplace in the first instance or who needs a further assessment from Occupational Health.
How long will OBU keep your data?
When you complete a report, your details will be held for staff, within the OH department and on Core HR for this duration of the pandemic. Thereafter, your report will be anonymised in order that you will not be identifiable. Anonymised data will be retained for statistical purposes.
Who can I contact if I have concerns?
You can contact the Information Management Team.