When you make a report to us (or do so on someone's behalf) the University of Roehampton will receive and process the personal data [yours and, where applicable, that of whoever made the report for you] that is provided when the report is made.
We will normally process the information you have provided us (or will provide us as part of any investigation) on the basis of the Contract we have with you to provide services, as a student or member of staff, or on another appropriate legal basis.
The personal data you provide could include your name, contact details, details of what is concerning you, as well as 'special category' personal data about any disability, your sexual orientation, race, ethnicity, health or something else.
The personal data we collect from the online form may be the starting point and more information may be collected during your engagement/conversations with an adviser or during an investigation. There may be circumstances where there is a need to share some information you have provided to ensure the safety of our community or to fulfil the University's duty of care or statutory obligations such as safeguarding
We collect and deal with your personal data to make a record of your report, to investigate what is concerning you, to communicate with you and to take steps to address and resolve your concerns. We also process your personal data to offer you appropriate support, to analyse reporting trends to improve service, and to ensure the wellbeing of the University community.
Any personal data provided in a report may be shared with a limited number of members of staff within the University, as is necessary to review and investigate your report. We may share your personal data with external agencies including but not limited to the Police, local authorities and the NHS. We will normally only do so where you agree to this, but there may be occasions where the University is legally obliged to provide information to an official authority.
Your personal data will be retained in accordance with the University's Record Retention Schedule.
Please be aware that if you disclose on an anonymous basis, the University is not able to commit to taking any formal action. However, the University will review and keep an anonymised record of your report to identify whether there is a pattern of behaviour or trends which should be addressed.
The University of Roehampton is committed to protecting the rights of individuals in line with Data Protection Legislation. Staff and students should read the Privacy Notices respectively for detailed information relating to your rights and how the University processes your personal data. Any concerns you have about the way your personal data has been processed should be directed to dataprotectionofficer@roehampton.ac.uk.