Information for Staff

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the JWSE Covid-19 Wellbeing Survey. This privacy notice will explain how The University of Glasgow will process your personal data.

What data we collect

The personal data we will be collecting in relation to the survey includes current work status, job family information, gender, ethnicity, general questions around caring responsibilities, health and wellbeing and the impact respondents feel the Covid-19 lockdown has had on them.  The survey does not ask for any information that would identify an individual respondent, however, it does contain some free-text boxes. Respondents are prompted not to provide any information in these boxes which may identify them and the box is optional along with all other questions. 

Special Categories of Personal Data

The special categories of data we will be collecting in relation to the survey are:

• Ethnicity (these are optional responses)
• Gender (these are optional responses)
• Physical and mental health (these are optional responses)

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal basis is legitimate interests. The School has identified a legitimate interest in capturing this data in order to inform our support of our staff during the current situation, and to inform future assessment and action planning for gender equality and Athena Swan initiatives to the mutual benefit of School employees.

The legal basis for processing special categories data, such as physical and mental health information, is explicit consent.  If you choose to supply this information, we will take this as you giving your explicit consent.

What we do with it and who we share it with

We are collecting and processing data as outlined in the Privacy Notice as part of your participation in the survey and may use it in order to carry out analysis and produce reports to assess:

• the challenges faced by employees in the School due to the impact of Covid-19 lockdown.

Job family, gender and ethnicity information will be used to establish whether the survey results vary by the available groups and on its own cannot be used to identify an individual.

Free-text comment box responses will be cleansed to remove any identifiers (eg names, locations) as part of the analysis by a controlled team of no more than two individuals within the School supporting the administration of this survey.  In addition to being cleansed, free-text comments will only (even in their cleansed format) be reported more widely in an amalgamated summary format in order to ensure anonymity.

We share your personal data with JISC Online Surveys, a third-party company used by the University to host and collect survey data for hosting of survey and data collection.

How long do we keep it for

The original “raw” survey response data will be retained by the School for a maximum period of 4 months after the survey closes.  After this time, data will be securely deleted and only fully anonymised statistical/summary data will be retained for future analysis and benchmarking.

JISC Online Surveys keeps backup copies for a maximum of 3 months after deletion of the survey.

What are your rights?

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.

Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out and the accessibility of the data (ie if your own data is impossible to retrieve due to the anonymous nature of the survey).

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time. 

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/