Privacy notice

  • Privacy notice

    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.

    • To help us identify the support you need.
    • To enable the Student Welfare Team to contact you to offer support, advice and information in relation to your report.
    • To inform the proactive and preventative work of the University in addressing bullying, harassment, hate (prejudice-related) incidents, unwanted sexual conduct and sexual assault which may be experienced 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.
    Students, staff and other users of the reporting tools giving data have consented to providing it to us.

    If OBU asks you for sensitive data such as; racial or ethnic origin, 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
    • The University needs to use this data for scientific or research purposes.

    Where the reporting individual has disclosed their identity, we will use their name, email address and job title (staff only).

    We will use data related to protected characteristics, these include:

    • Age group
    • Disability and category of disability
    • Ethnic origin
    • Gender
    • Gender reassignment
    • Religion or belief
    • Sexual orientation

    We will use records of interactions following the submission of a report where the reporting individual has disclosed their identity.

    Your data will be shared with the Student Welfare Team, the Head of Wellbeing and the Head of Counselling. 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.

    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.

    Data is sourced directly from students, staff and other users of the reporting tools.

    If the requested data is not provided, we will not be able to use it to inform our proactive and preventative work to address bullying, harassment, hate (prejudice-related) incidents, unwanted sexual conduct and sexual assault which may be experienced by some members of Oxford Brookes’ community. 

    If contact details are not disclosed, the Student Welfare Team will not be able to contact reporting individuals to offer support, advice and information related to the incident reported. 

    There will no automated decision making using your data.

    When you report an incident with your contact details, your details will be held for one academic year. Thereafter, your report will be anonymised in order that you will not be identifiable. Anonymised data will be retained for statistical purposes.

    If individuals are identified within a report and a formal investigation by the University and/or the police is initiated within one calendar month of receiving a report, their data will be retained for the duration of the investigation and until the limitation period for any further potential actions has expired.

    If individuals are identified within a report and a formal investigation by the University and/or police is not initiated within one calendar month of receiving a report, their data will be deleted within one calendar month of receiving a report.

    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