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Privacy Notice

By submitting this form you consent to University of Southampton processing the personal data (including sensitive personal data) you enter into this report in accordance with this privacy notice and the University’s Data Protection Policy.

What information are we collecting?
The information provided is completely voluntary. All questions are optional, therefore it is your choice to decide what information is appropriate to provide.

Information which we may collect is as follows:
  • Your status (i.e. student or staff)
  • Your faculty/school
  • Your gender and age
  • How many incidents you would like to tell us about
  • The type of incident(s) (i.e. sexual harassment/ bullying/ hate crime)
  • When and where the incident(s) occurred
  • Whether you know the perpetrator of the incident(s) or not
  • Whether you would like to leave your email address for further contact or not
  • If you want to have further contact with the University, you will also supply your email address

We may use the information you provide for the purpose of:
  • Helping us to identify the best person for you to speak to in relation to your report;
  • Providing the 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;
  • To be aware of any difficulties students and staff may be experiencing at the University of Southampton and to log these incidents on a central system;
  • Where applicable, reviewing your report and taking further action if required. For example, an investigation could lead to us carrying out disciplinary action. We will write to you to keep you informed of what we are doing. Once we have concluded any actions we have taken, we will write to you to inform you of the outcome.

What is the legal basis for processing this data?

We will process the data under the legal basis of explicit consent. Therefore, reporting individuals must have to consent to their data being used in the ways outlined in this notice for us to proceed.

We will only retain your personal information for four months where no action is taken and for thirteen months where action is taken in case you wish to ask questions or appeal the decision. After then, we will delete what personal data you have provided. We may retain some information in order to monitor our work in this area but you will not be identifiable from this information.

At any time, you may ask that we stop processing your personal data and that we safely and securely delete the information you gave us.

Who will we share your data with?

Your identity and your other personal data will be disclosed within University of Southampton on a need to know basis only and will not be disclosed to any third parties without your consent unless there are legitimate reasons requiring us to do so, for example, where the information you have provided highlights a potential risk to a person’s health and safety.

Please be aware that if you disclose on an anonymous basis, University of Southampton is not able to commit to taking any formal action. However, we will review and 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 which should be addressed. In order for us to be able to assist you fully we encourage you to provide us with your personal details.

Please address any questions, comments and requests regarding our data processing practices to dp@soton.ac.uk.

You can find more information about how your information is processed as part of Culture Shift's Privacy Notice.

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