Privacy Notice - Online Survey

The University of Oxford has contracted an experienced survey provider – People Insight – to carry out the Staff Experience Survey on our behalf. The University of Oxford is the ‘data controller’ for the personal data collected and used in the survey. This means that we decide how to use it and are responsible for looking after it in accordance with the UK GDPR and the Data Protection Act 2018.

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We will use the personal data provided by University employees to understand how opinions and experiences vary between different groups of colleagues and to help identify ways of making improvements at the University. The survey results will also inform our work on employment and equality charters such as Athena Swan, the Race Equality Charter, the Stonewall Workplace Equality Index, the Mindful Employer Charter and the HR Excellence in Research Award.

We collect job-related and demographic data which includes ‘special category’ or sensitive data on nationality group, ethnicity, religion or belief, gender reassignment, sexual orientation, disability and mental health. There are also five open comments questions. All questions are optional.

We will process your data only because you have given us your explicit consent to do so. We will only use your data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another related reason and that reason is compatible with the original purpose. If we need to use your data for an unrelated purpose, we will first seek your consent.

 

  • No one at the University is involved in collecting responses to the survey
  • People Insight will process your response and upload it to the reporting dashboard

  • No results will be reported for groups smaller than 5

  • People Insight will redact any comments that clearly identify individuals

  • Access to the dashboard will be restricted to staff with a work-related need

  • All dashboard users must comply with the Staff Privacy Policy and UK data protection law

 

Please do not identify yourself or others in your comments. We may not be able to guarantee your anonymity if something you say in a comment is recognisably unique to you but everyone with access to the dashboard is required to protect your confidentiality. We will only break confidentiality if we are required to do so by law, e.g. in response to a valid police request or binding court order.

 

People insight is carrying out the survey under a contract for the supply of services. They are required to take appropriate security measures to protect your data in line with our policies. We permit them to process your data only for specified purposes and in accordance with our instructions. We do not allow them to use your data for their own purposes. No personal data will be shared with a third party data controller.

Only the People Insight Project Manager and Project Support team have access to the raw data. People Insight will process the survey responses, redact comments and apply privacy controls before sharing the results with the University. People Insight may refer any comments they are unsure about to the Survey Controller in the Equality and Diversity Unit for further redaction.

People Insight will retain your personal data in electronic format for up to six years to allow comparisons to be made between the results of two or more surveys. After six years, your personal data will be deleted in accordance with our instructions. 

The survey data will be stored on People Insight’s secure electronic network. People Insight is accredited with Cyber Essentials, ISO9001:2015 and ISO27001.

People Insight store and use your data in electronic format on their secure UK network. People Insight will collect survey data via a secure platform hosted in Germany (Questback) before uploading it to their UK network in accordance with UK and EU law. No personal data will be transferred outside the European Economic Area (“EEA”).

You have various rights including the right to withdraw your consent to processing while the survey is open. Details of how to withdraw or replace your survey response are provided in the survey FAQs.

Further information on your rights in relation to your personal data is available on the University website.

If you wish to raise any queries or concerns about our use of your data, please contact the Survey Controller at: equality@admin.ox.ac.uk.

Alternatively, you can contact the University’s Information Compliance Team at: data.protection@admin.ox.ac.uk