Privacy policy.

Version 3. 9th August 2022

Your Personal Data

The University of Glasgow will be what’s known as the ‘Data Controller’ of your personal data processed in relation to the investigation of your physical activity at work, your physical and mental health evaluation. This privacy notice will explain how The University of Glasgow will process your personal data.

Why we need it

We are collecting your basic personal data (such as name, email address/contact details, age, sex, address) and, where relevant, limited special categories data (such as disability, ethnicity, other health data, including cortisol samples) in order to assess the physical activity behaviours, as well as physical and mental health of ACS staff. We will only collect data that we need in order to assess these measures. Your name and contact details will only be used when collecting the data and will be destroyed once all data is collected.

Legal basis for processing your data

We must have a legal basis for processing all personal data. In this instance, the legal bases are Article 6(1)(e) ‘public task’ for personal data and Article 9(2)(j) ‘archiving purposes in the public interest, or scientific and historical research’ for special category data. We must have consent to use your contact details for recruitment. In addition, we are collecting some general health data and as your health data is sensitive personal information, we are unable to use this information without prior consent from you.

What we do with it and who we share it with

All the personal data you submit is processed by staff at the University of Glasgow in the United Kingdom. This data will be stored securely on the University server. Your name will only be used for recruitment to the annual surveys and health checks, then deleted after this point. Your data which will include some health data will be given a unique ID number that belongs to you, but only the lead researcher will be able to link this ID to your name (solely for the purposes of repeating the annual testing). Your cortisol sample, taken during the annual health checks, may be sent to an external testing facility in the UK but will only be identifiable by your unique ID number and the external processors will have no access to any other data. Therefore, your personal data will be anonymous to everyone, except the lead researcher. 

How long do we keep it for?

Your contact details will be kept by the University for three years until we have completed recruiting ACS staff to the annual survey and health checks at which point, they will be deleted. All other anonymous data will be kept for 10 years. After this time, data will be securely deleted.

What are your rights?*

You can request access to the information we process about you at any time. If at any point you believe that the information we process relating to you is incorrect, you can request to see this information and may in some instances request to have it restricted, corrected or, erased. You may also have the right to object to the processing of data and the right to data portability.

Where we have relied upon your consent to process your data, you also have the right to withdraw your consent at any time.

If you wish to exercise any of these rights, please submit your request via the webform or contact dp@gla.ac.uk.

*Please note that the ability to exercise these rights will vary and depend on the legal basis on which the processing is being carried out. 

Complaints

If you wish to raise a complaint on how we have handled your personal data, you can contact the University Data Protection Officer who will investigate the matter.

Our Data Protection Officer can be contacted at dataprotectionofficer@glasgow.ac.uk

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO) https://ico.org.uk/