Data Protection Privacy Notice for Report and Support Tool

About this notice

This privacy notice explains how Queen Mary University of London (QMUL), as a data controller in terms of Article 4 of the General Data Protection Regulation, collects and uses personal data of those who use this report and support tool and about your rights. It is in addition to QMUL’s Data Protection Policy. This notice will be reviewed annually.

How we collect your personal data

This service is provided as a means for the QMUL community to report incidents of bullying and harassment, gender-based violence and hate crime, and you may provide personal data in the course of using the tool. This could include your status, gender, contact details and about the incident you are reporting.

How we use your personal data

We will use the information you submit to:

  • Help us to identify the best person for you to speak to in relation to your report and support you;
  • Provide the relevant person with your contact details (if you have provided them) and some useful background information that will enable them to understand the nature of your concern or the incident you are reporting;
  • Where applicable, review your report and take further action if required. For example, an investigation could lead to us carrying out disciplinary action. We will write to you to keep you inform of what we are doing.
  • Monitor patterns or trends in data that will be used to inform our proactive and preventative work. When reporting anonymously, we will not ask you for any personal identifiable details, which means that we won’t be able to offer direct advice. We will keep an anonymised record of your report to identify whether there have been/are other similar reports and whether there is a pattern of behaviour or trends that should be addressed. We will not normally act on individual anonymous reports.  However, where an anonymous report raises concerns that breach our statutory duty to protect the welfare of employees or our safeguarding of/duty of care for students, reports may be shared with appropriate senior personnel in the university. The decision to share reports will be made by at least two senior users of Report and Support.

You should refer also to the Dignity at Work and Study General Guidance

The basis for processing your personal data

When you submit information using this service, you consent to QMUL processing this for the purposes set out in this notice. This may include special categories of personal data, such as data concerning disability, sexuality, ethnic group. It may also be necessary to process personal data in order to protect the vital interests of you or another individual.

Who we will share your personal data with

We will only share the information you submit with relevant QMUL staff on a need-to-know basis. There may be instances where we will have to share information with our Safeguarding Officer or possibly the police, or otherwise where we may be required by law. We will not disclose any personal or identifiable information to any other party unless we believe there is a genuine threat to a person's health and safety, in accordance with our statutory duty to protect the welfare of employees or our safeguarding of/duty of care for students.

How long your personal data is kept

Information provided to us through Report and Support will be reviewed for destruction six years from the date the report is made.

Report and Support is annually penetration-tested by an independent CREST-approved technician. 

Your rights and further information

You can withdraw your consent and ask us to stop processing your personal data at any time by getting in touch with us. For further information, including on your other rights, please see https://www.qmul.ac.uk/privacy/ and/or contact the Data Protection Officer

There are two ways you can report something