Privacy Policy – University Hospitals of Leicester
The Health and Wellbeing Team is part of the University Hospitals of Leicester. The University of Hospitals of Leicester is the Data Controller for your information. The Head of Privacy and Data Protection Officer is Saiful Choudhury, infogov@uhl-tr.nhs.uk 

This privacy notice explains how we use your personal information and your rights regarding that information.


What information are you collecting?
The information provided is completely voluntary. All questions are optional, therefore it is your choice to decide what information is appropriate to provide.

Information which we may collect is as follows:

• Your status (i.e. student, staff, visitor, contractor, general public)

• Your college/department

• How many incidents you would like to tell us about

• The type of incident(s) (i.e. sexual harassment/ bullying/ hate crime)

• When and where the incident(s) occurred

• Whether you know the perpetrator of the incident(s) or not

• Your age, race, sex, sexual orientation, pregnancy and maternity, gender reassignment, religion or belief, marriage or civil partnership and disability. (all optional)

• Whether you would like to leave your email address for further contact or not

• If you want to have further contact with the Trust, you will also supply your email address


Why are you collecting my data?
There are two main reasons why the Trust may need to collect this data:

• To be aware of any difficulties any members of the Trust community may be experiencing at the University Hospitals of Leicester and to log these incidents on a central system.

• To support all members of the Trust community on a one-to-one basis, who have experienced any unacceptable behaviour from others – only if the reporting individual wish to be identified.


How will you use this data?
Whether the reporting person wants to be kept anonymous or not, we will keep the incident as a log on this centralised system for us to be aware of what staff, visitors or contractors are experiencing.


If the reporting person is anonymous then the data will be used to inform the Trust’s understanding of instances of unacceptable behaviours by category e.g. bullying, harassment and/or discrimination to inform future initiatives, policies and support available.


If the reporting person wishes to be identified, we will use their email address to get in contact with them and support them personally. The data will only be used according to the reporting persons wishes, unless there is a safeguarding breach and then some details may have to be shared (see the sharing your data section below).


What is the legal basis for processing the data?
We will process the personal data under the legal basis of ‘compliance with a legal obligation’ stated in Part 11 Chapter 1 Art 149 paragraph 1 (a) and (c) of the Equality Act 2010 (Public Sector Equality Duty).

Where identifiable special category data is processed The Trust as data controller will rely in specific conditions stated in Art 9 of UK GDPR as follows:

Staff identifiable special category data will be processed under Art 9 2(b) of UK GDPR and Schedule 1 Part 1 Art 1 Paragraph 1(a) (b) of Data Protection Act 2018.(Conditions relating to employment) 

Visitors and members of the public identifiable special category data will be processed under Art 9 2 (g) of UK GDPR and Schedule 1 Part 2 paragraph 17 (1) and (2) of Data Protection Act 2018. (Substantial public interest condition such as counselling)


If you are sharing my data with others, who are you sharing it with?
Your data will only be shared with designated members of the Health and Wellbeing Team as they will have access to the system. However, if there is a safeguarding concern for you or others based on the information provided on the form, we will have to share your information with our Designated Safeguarding Officer and possibly the Police.


How long will you process the data for?
We retain employee data for 6 years from the end of employment as outlined in the Trust’s retention schedules.


What are my rights and how can I enforce them?
• Right to be informed

• Right of access

• Right of rectification

• Right to restrict processing


Please note some of these rights will only be applicable to reports that are identifiable. I.e. you left an email address to contact you.


How do I complain to the Information Commissioner’s Office?
The Information Commissioner can be contacted on:

Post: University Hospitals of Leicester, Infirmary Square, Leicester LE1 5WW

Tel: 0303 123 1113.

Email contact can be made by accessing : www.ico.org.uk


There are two ways you can tell us what happened