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 U.K. 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. This may include special categories of personal data, such as data concerning health, sex life, ethnic origin and data relating to alleged criminal offences. The tool may also collect personal data about other individuals who are witnesses or perpetrators.
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 (where you have provided your contact details)
  • 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 you have provided your contact details, review your report and take further action if required. For example, an investigation could lead to us carrying out disciplinary action. If a case progresses to investigation, you will be contacted by the Appeals, Complaints and Conduct Office if you are reporting a student, or by Human Resources if you have reported a member of staff
  • 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 through generalised interventions (e.g. training programmes, awareness campaigns, environmental investigations, etc). 
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. It may also be necessary to process personal data in order to protect the vital interests of you or another individual and because it is necessary to comply with employment law obligations, or is in the substantial public interest and necessary to prevent or detect crime or to prevent dishonesty or malpractice.
We also believe that it is necessary for our legitimate interests to process information relating to incidents affecting the QMUL community in order to address these and fulfil our duty of care at common law. 
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. Although this tool is provided by a contracted third party on our behalf, it has no way to access or read any personal data as it is all encrypted.
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.
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 and/or contact the Data Protection Officer. The Report and Support tool is annually penetration-tested by an independent CREST-approved technician.
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External links

Our websites may contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please read these policies before you submit any personal data to these third party sites.

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