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 01865 485420 or email info.sec@brookes.ac.uk.
Why do we need your data?
- To inform residential services and wellbeing teams of where students have self isolated and may require additional support
- To inform our HR department of staff members self isolating and confirmed cases
- To inform the university major incident team of all the current numbers of those self isolating and confirmed cases
- To inform the proactive and preventative work of the University in addressing those self isolating and confirmed cases of coronavirus by some members of Oxford Brookes’ community.
- 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, self isolation or confirmed case, 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 Team, nominated persons from Academic & Student Administration and Residential Services 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?
No.
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 self isolating and as having a confirmed case of coronavirus within Oxford Brookes’ community.
If contact details are not disclosed, the HR Team, nominated persons from Academic & 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?
When you complete a report, your details will be held for staff, within Core HR and for students, for this duration of their study at Oxford Brookes. 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.
Postal Address: GDPR Queries, Information Management Team, IT Services, Room 2.12, Gibbs Building, Headington Campus, Gipsy Lane, Oxford, OX3 0BP
Email: info.sec@brookes.ac.uk
Tel: 01865 485420