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Privacy Notice for Researchers

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For Researchers 

The WISDOM Research Network brings together primary and secondary schools in England with academic researchers. Working together, we enable high-quality mental health research that meets the diverse needs of school communities. 

This privacy notice explains how we use the personal data we collect from you when you apply to partner your research activity with the Network. The WISDOM Research Network is a project of the University of Oxford, and we adhere to the policies and procedures of the University of Oxford. 

What data do we collect? 

We may collect the following data: 

  • Personal identification information such as: 
    • Name, email address, role and University name and Department of the Research Activity Lead applying to partner with the network
    • Name, email address and role of a second name Research Activity contact
    • Where applicable, if the Research Activity is a student project, what degree programme it is for and the name of the student 
    • Name and role of collaborating organisations or partners 

We use Mailchimp to send newsletters to individuals who have chosen to receive them. We may collect information about how recipients interact with our newsletters, including link click information and other engagement data made available through Mailchimp. This information helps us understand which content is most useful to our members and improve future communications. This processing is carried out on the basis of your consent. You may withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us at wisdom.network@psych.ox.ac.uk. 

Any data you collect through a research activity you have recruited for using the WISDOM Research Network, other than the research activity data listed above, is your responsibility, and the WISDOM Research Network holds no liability for this. 

How do we collect your data? 

Your data may be collected by us in the following ways; via: 

  • Our Application form for Researchers 
  • A personal communication to the Network e.g. an email or telephone call 
  • A Research Activity Partnership Agreement 
  • Our Termly Network Survey for Researchers 
  • Our End of Research Activity Report for Researchers 
  • When you interact with our newsletter, for instance, click on the newsletter items, we collect data about the number of clicks and which items you clicked on in that interaction 

How will we use your data? 

We may use your data to get in touch with you via email, telephone or videoconferencing: 

  • About partnering with the Network 
  • During the Network partnership process 
  • To confirm your partnering with the Network, provide you with the Network logo for your advertisement 
  • To agree your Research Activity advertisement for the Network newsletter and website 
  • To provide partnership support including sharing amendments to Network policies. 
  • To request information about which Network schools have engaged with your research through our Termly Network Survey for Researchers 
  • To request feedback about outcomes of the research, any reflections on benefits for schools and what you have shared with schools through our End of Research Activity Report for Researchers
  • Newsletter interaction information is processed to ensure that the communication that we send you in our newsletter is relevant to you. We do this only where you have specifically indicated that you consent to receive such communications by signing up to the newsletter. You can withdraw your consent at any time by contacting us at wisdom.network@psych.ac.uk. In this event, we will stop any processing as soon as we can. However, this will not affect the lawfulness of any processing carried out before your withdrawal of consent and you may no longer be able to use the site in the same way you did before.  

Who has access to your data? 

We use a number of third-party service providers (data processors) to support delivery of the Network’s activities, including REDCap, Microsoft Forms, Mailchimp and Microsoft OneDrive. REDCap and Microsoft Forms are used to collect information, Microsoft OneDrive is used to store information, and Mailchimp is used to create and manage mailing lists and distribute newsletters. These organisations process personal data only on behalf of the University of Oxford and in accordance with our instructions. We do not permit them to use personal data for their own purposes. Appropriate contractual, data protection and security safeguards are in place where required. 

How will we keep your data safe? 

All the information we collect will be kept secure and in confidence, and access to information that could identify individuals or schools will be on a need-to-know basis. 

The WISDOM Research Network Application form for Researchers and WISDOM Research Network Research Activity Partnership Agreement will be collected and initially stored on the REDCap secure survey platform. Responses will be downloaded from REDCap and stored on a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness). 

Any data or findings from the WISDOM Network activities that is published will not identify individuals or schools. 

Your data will only be accessible to the Network team.  Where we share personal data with service providers acting on our behalf, they do so as data processors under the University’s instructions. We may also share information with other organisations where necessary for a specific purpose and where an appropriate lawful basis exists. 

Where we store or use your data  

We may store data collected by the website manually or electronically.  The data is stored on our secure servers and/or in our premises within the UK.   

Some of our service providers, including Mailchimp, may process personal data outside the United Kingdom. Where personal data is transferred internationally, the University of Oxford will ensure that appropriate safeguards are in place in accordance with UK data protection legislation. These safeguards may include UK adequacy regulations, the UK Extension to the EU-US Data Privacy Framework, or approved contractual safeguards and transfer risk assessments where required. 

What is our lawful basis for processing your data? 

 The University’s lawful basis for processing your personal data depends on the specific activity being undertaken. 

For the administration of research activity partnerships, communications relating to Network participation, partnership support, surveys, reporting and operation of the WISDOM Research Network, the University relies on its legitimate interests in operating and developing the Network. 

For newsletter communications and newsletter engagement tracking through Mailchimp, the University relies on your consent. You may withdraw your consent at any time by using the unsubscribe link in our emails or by contacting us directly. Withdrawal of consent will not affect the lawfulness of processing carried out before consent was withdrawn. 

How long will we store your data? 

We will store identifiable researcher information for 12 months after the end of the research activity data collection. At this stage, identifiable information will be deleted from REDCap and deleted from the downloaded record for the research activity on Nexus 365 OneDriveforBusiness. Research activity data (with no individual researcher names or contact information) will be retained in a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness) for three years after the final publication or public release after the conclusion of the network. At any time, you have the right to ask us what data we have, how we use it and, if you wish, to have identifiable information permanently deleted from our contact records on our databases by emailing wisdom.network@psy.ox.ac.uk. 

Who is responsible for keeping your data safe? 

The WISDOM Research Network team will be the day-to-day handlers of your data. They are based in the Departments of Experimental Psychology, Psychiatry and Education at the University of Oxford. If you have any questions about how your data is being collected, processed, or stored in the first instance please contact the team at wisdom.network@psych.ox.ac.uk. 

The University of Oxford is the data controller with respect to data we collect as part of Network activities. Further information about your rights with respect to your personal data and contact details should the WISDOM team not be able to help, is available from the University’s Information Compliance website at https://compliance.admin.ox.ac.uk/individual-rights or by emailing data.protection@admin.ox.ac.uk. 

Privacy policies on other websites and for advertised research activities 

Our website contains links to other websites and information regarding research activities. Our privacy policy applies only to our website, email/telephone communications, and newsletters. 

This Privacy Notice was created on 15th September 2026 and will be reviewed once every 48 months. 

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