National Institute for Health and Care Research

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

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

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

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

Third party processors are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions. Third party processors include REDCap, Microsoft Forms, JiscMail and Nexus 365 OneDriveforBusiness. REDCap and Microsoft Forms are used to collect information, Nexus 365 OneDriveforBusiness is used to store that information and JiscMail for creation and management of mailing lists.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

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. We will only share your data with a third party where you have provided us information and agreement (i.e. in a Research Activity advertisement to be put in our newsletter or on our website).

What is our lawful basis for processing your data?

Legitimate interest is the lawful basis for processing your data as outlined in the Privacy Notice. Processing this data is in the researcher’s interest as it facilitates the engagement of researchers with member schools and aids in the completion of the research with minimal risk. The processing of the data also benefits schools as they get the experience of taking part in research and receive benefits from the research and the Network. We request confirmation from the Research Activity Lead that they agree to the terms and conditions of the WISDOM Research Network (as set out in our Information Sheet) in the Research Activity Partnership Agreement. If team members change, identifiable information can be updated in the WISDOM Research Network records, however the original application form record will not be editable. The Research team has the right to remove their research activity from future involvement in the WISDOM Research Network; the record will be deleted from REDCap however the record of the research activity (with no individual researcher names or contact information) will be retained in a file on the University of Oxford provided storage system Nexus 365 OneDriveforBusiness. We will also maintain a record of the removal of the partnership of your research activity with the WISDOM Research Network in a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness) for the length of the project. Note that it may not be possible to remove any previous advertisements about the research activity from published newsletters that are already in the public domain.

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.

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 4 September 2024 and will be reviewed once every 48 months.

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