1. UCD Privacy Statement
UCD fully respects your right to privacy and actively seeks to preserve the privacy rights of those who share information with the University. Any personal information processed by the University will be treated in accordance with relevant Data protection legislation. For more information please see UCD Privacy Statement here: https://www.ucd.ie/privacy/
The UCD Report and Support Privacy Statement is intended to provide clear information about the purpose of the report and support tool at UCD and how UCD will use the data collected by the tool. The statement is kept under review. We may modify this statement at any time and we may supplement this statement with policies or guidelines from time to time. Notification of any changes made to this statement will be made on the University’s report and support website.
2. About the Report and Support Tool
The Report and Support tool at UCD provides a portal for students and university employees to report incidents of bullying, harassment and sexual harassment (including sexual violence). Reports may be made on an anonymous basis. ‘Reporting anonymously’ using this tool means that you will not be asked for your name or your personal details and you will not be able to name those about whom a report is made. The University will not use the information you provide to identify you or the those about whom the report is made. Anonymous reports made through the tool will not be investigated and formal complaint processes cannot not be initiated. The tool will direct users to relevant supports and to information on the UCD website about how to make a formal complaint under UCD’s Dignity and Respect Policy and procedure. This includes submitting details of the incident(s) and personal data. For more information see: https://www.ucd.ie/equality/support/dignityrespect/
The tool also has an optional feature called “Speak to an Adviser” which enables those wishing to receive a follow up communication from the Dignity and Respect Support Service to provide their contact details.
3. Why are we collecting this data and how will it be used?
The University recognises that some people do not feel able to make formal complaints because they do not wish to reveal personal information. The University wishes to provide students and university employees with a mechanism to make the University aware of incidents relating to bullying, harassment and sexual harassment (including sexual violence) without the need to identify themselves or others. The tool allows the University to collect this information whilst directing individuals to relevant university and specialist external supports.
The tool allows the university to collect important statistical information which will be used to monitor incidents occurring at UCD. This information is a valuable source of feedback that can be used to inform University activities aimed at preventing and tackling bullying, harassment and sexual harassment.
Contact information provided via the “Speak to an Adviser” function, is used by the Dignity and Respect Support Service to contact those who have requested a follow up communication.
4. What information are we collecting?
The purpose of Report and Support is for the University to better understand the nature and frequency of bullying, harassment and sexual harassment incidents at UCD. The questionnaire has been designed broadly, using multiple-choice questions with no capacity for any persons to be named.
When selecting to report anonymously the information requested by the tool is as follows
- Whether you are reporting on behalf of yourself or someone else
- Your connection to the University (e.g student, staff , faculty or visitor)
- Your Programme area / College
- The category and nature of incident / behaviour
- When and where the incident(s) / behaviour that occurred and whether you think it was related to your identity or status
- How is the person causing offence connected to the University (if known)
- What form did the behaviour take, e.g. verbal, physical, or via email, text or social media platforms.
- Whether you have sought support
- The reason why you are reporting anonymously
- Your gender (optional)
When selecting ‘Speak to an Adviser’ the information requested by the tool is as follows:
- Whether you have used the tool to report the incident anonymously.
- The category and nature of incident / behaviour
To enable the Dignity and Respect Adviser to contact you, you will be asked for
- your name
- preferred telephone number
- preferred email address
5. Legal basis for processing the data
UCD will process data on the basis of legitimate interest. UCD has a legitimate interest in collecting data on the nature and frequency of incidents of bullying, harassment and sexual harassment (including sexual violence) experienced by members of the university community to inform the development of initiatives aimed at preventing and tackling bullying, harassment and sexual harassment in line with the aims of the UCD Dignity and Respect Policy and national framework on Ending Sexual Violence and Harassment in Irish Higher Education Institutions.
6. Who will see the data?
- Designated members of university staff with responsibility for compiling and reviewing statistical reports relating to incidents bullying, harassment and sexual harassment, including sexual violence) for the University.
- Statistical data will be provided to University bodies such as committees or boards and will be published from time to time.
- Government bodies or agencies such as the Department of Education or the Higher Education Authority.
- Personal data provided under the ‘Speak to an Adviser’ option will only be made available to staff of the Dignity and Respect Support Service for the purpose of enabling direct support to be provided.
The Report and Support platform provider uses sub-processors that do not have access to any personal data collated by the tool. For further information see Culture Shift Knowledge Base
7. Retention of Data
The University will retain statistical data for as long as necessary to fulfil the purposes for which is has been collected, as outlined in paragraph 4.
8. Data Security Safeguards
Our third-party service provider maintains physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of data. Encryption protocols and software are used to protect data during transmission.