Privacy notice for Safeguarding - Raising a Concern Form

Background

The University of Dundee (“UoD”) has developed a Raising a Concern Form (“the Form”) as a way for students, staff and others to report Safeguarding Concerns. You can use the form anonymously or choose to disclose your name and contact information.

A Safeguarding Concern could arise when:

• an individual is being subject to or is at risk of abuse, neglect or harm;
• an individual is or is at risk of being radicalised;
• an individual has abused, neglected or caused harm to someone else; or
• an individual’s behaviour is considered to be a Serious Issue.

A “Serious Issue” is defined as an issue, whether actual or alleged, which in the judgement of the University (i) has or could result in serious or significant harm to students, staff or other members of the University community or the public who come into contact with the University, such as a criminal offence, serious damage to property and/or significant harm to the University’s work or reputation; and/or (ii) is likely to result in a breach of the University’s policies and procedures.

This privacy notice sets out how UoD will use your personal data if you, or someone acting on your behalf, shares personal data or information with us through the Raising a Concern Form. The UoD is a registered data controller and will use any personal data submitted through the Form in accordance with current UK data protection legislation.

If you are a UoD student or an employee, please also see our general privacy policies for students and staff as well as the Academic and Corporate Governance/University Executive Office privacy notice.

Where does our information come from?

We collect personal data about you through the Form which can be completed online or submitted in hard copy. It is also possible for a Concern to be reported by sending an email to safeguarding@dundee.ac.uk. We will respond to any reported concerns using the information you, or those acting on your behalf, have chosen to provide.

What information do we use, and why?

Anonymous reports

You have the option to report your Concerns without sharing any identifying information about yourself or others. If you decide to report anonymously then you should not include any of your personal data in the Form.

You should be aware that, whilst it is acceptable to raise a Concern anonymously, unless you provide your name and contact details, it may not be possible for us to investigate the Concern(s) you have raised further as it is likely we will need to speak to you to obtain more information in order to facilitate a full and proper investigation.  Anonymous reports will be considered but the UoD will be limited in what action it can take.  

Named reports

If you choose to provide personal data in response to any of the questions in the Form, you should understand that we will process that information as described in the table below.

Special category personal data

The University does not require any special categories of personal data in the completion of the Form. However, we may hold this information if you choose to provide it to us directly, for instance, your concern may relate to information about health.  

Who will have access to your data?

Access to a Form once it has been submitted will be strictly limited to a small number of UoD staff who are members of the UoD’s Safeguarding Advisory Group (“SAG”). This will include staff in Student Services (for reports affecting students) or the People team (for reports relating to members of staff).  

Forms will initially be considered by the SAG in line with UoD’s Safeguarding Policy. Where it is determined that an investigation requires to be carried out under another of the UoD’s processes or procedures, we may share your data and details of your Concerns with certain other UoD employees. For example, the matter may be referred to a School Manager or Dean to take forward or a Director in one of our Professional Services. Your personal data and details of your Concerns may also be shared with relevant UoD employees in order to provide you with support.

Unless you ask us to do so, your personal data will not be shared with any third party. You should note, however, that there may be certain circumstances in which we may be required to share your personal data without your consent to third parties, such as the police or social services, in an emergency or as required by law.

Data will be processed using the UoD’s business systems. These include Microsoft 365, Teams and OneDrive. For more information about the systems that UoD uses, please email dataprotection@dundee.ac.uk

What is the legal basis for using your data?

The UoD has considered that it is lawful to process personal data for the purposes of reviewing and addressing any Concerns you have raised on the following bases:

• you have consented to it
• it is in our legitimate interests
• it is necessary to protect the vital interests of the data subject or of another natural person
• for compliance with a legal obligation
• to fulfil a contract we have with you or others.

Please note that you can withdraw your consent at any time and if you would like to do that please email: safeguarding@dundee.ac.uk

If you do share any special category data via the Form then it may be processed on the following bases:

• you have given explicit consent
• it is necessary to protect the vital interests of the data subject or of another natural person
• there are reasons of substantial public interest which may be:
  • preventing or detecting unlawful acts
  • protecting the public
  • counselling
  • support for individuals with a particular disability or medical condition
  • safeguarding children and individuals at risk.

Your rights

The UoD respects your rights and preferences in relation to you. If you wish to update, access, erase, or limit the use of your information please let us know by emailing: safeguarding@dundee.ac.uk

If you wish to complain about the UoD’s use of your information please contact the UoD’s Data Protection Officer in the first instance by emailing dataprotection@dundee.ac.uk. You may also wish to contact the Information Commissioner’s Office.