Report and Support
This privacy notice is for the processing of personal information in relation to the Report and Support platform for reporting incidents of gender-based violence, hate crime, racism, bullying or harassment.
The data controller for the information being collected and used is South Lanarkshire College. Our registered office is College Way, East Kilbride, G75 0NE. If you have any concerns or queries about how we use your personal data you can contact our Data Protection Officer at dpo@slc.ac.uk
Your personal information
We collect the information you choose to share with us when you submit a report via Report and Support.
In a named report, you choose to provide us with your name (first name and surname), contact details (this could be your telephone number for example) and student or staff number where relevant.
In an anonymous report, you choose not to provide us with any of the above information.
The following information will be processed in either a named or anonymous report:
This privacy notice is for the processing of personal information in relation to the Report and Support platform for reporting incidents of gender-based violence, hate crime, racism, bullying or harassment.
The data controller for the information being collected and used is South Lanarkshire College. Our registered office is College Way, East Kilbride, G75 0NE. If you have any concerns or queries about how we use your personal data you can contact our Data Protection Officer at dpo@slc.ac.uk
Your personal information
We collect the information you choose to share with us when you submit a report via Report and Support.
In a named report, you choose to provide us with your name (first name and surname), contact details (this could be your telephone number for example) and student or staff number where relevant.
In an anonymous report, you choose not to provide us with any of the above information.
The following information will be processed in either a named or anonymous report:
- Your status (student or member of staff)
- If you experienced or witnessed the incident
- The College campus where you study or work
- Course title or work department
- The nature of the incident
- The option to provide further information about the nature of incident (e.g., date and time and any other relevant information).
- Information about protected characteristics for the purposes of equalities monitoring. It is your choice to provide information for the purposes of equalities monitoring and a ‘prefer not to say’ option is available.
We will also process the names and other details of any other individuals who are involved in the issues reported.
In both a named report and anonymous report, you will be asked to provide special category data about disability or long-term health condition, ethnicity, religion or belief, and sexual orientation.
How we will use your information
The College will use your personal information for the following purposes:
The primary purpose of Report and Support is to enable the College’s students and staff to access support.
In a named report, the College is in a better position to respond to the incident and offer you support.
In an anonymous report, where you have chosen not to provide us with your name and contact details, the College is unable to directly support you in relation to the incident.
The College will use information provided in anonymous reports for analytical purposes such as monitoring trends or patterns to help inform our decision-making, for example, policy or procedure change or development.
Our lawful basis for using this information
The use of the Report and Support platform allows the College to collect data to meet its legal obligations and public task duties under Data Protection Law in compliance with:
In both a named report and anonymous report, you will be asked to provide special category data about disability or long-term health condition, ethnicity, religion or belief, and sexual orientation.
How we will use your information
The College will use your personal information for the following purposes:
The primary purpose of Report and Support is to enable the College’s students and staff to access support.
In a named report, the College is in a better position to respond to the incident and offer you support.
In an anonymous report, where you have chosen not to provide us with your name and contact details, the College is unable to directly support you in relation to the incident.
The College will use information provided in anonymous reports for analytical purposes such as monitoring trends or patterns to help inform our decision-making, for example, policy or procedure change or development.
Our lawful basis for using this information
The use of the Report and Support platform allows the College to collect data to meet its legal obligations and public task duties under Data Protection Law in compliance with:
- The Scottish Public Services Ombudsman Act 2002
- Children & Young People (Scotland) Act 2014 part 9; Adult Support & Protection (Scotland) Act 2007; and Counter-Terrorism and Security Act 2015.
It is in the College’s legitimate interests to provide the reporting tool for staff use as an additional platform to raise issues which may not be surfaced through existing reporting mechanisms. Use of the platform is optional, as is the choice of anonymous or named reporting.
As some the data used includes special category data, our additional lawful bases are:
As some the data used includes special category data, our additional lawful bases are:
- Substantial public interest based on law, including the laws cited above and The Equality Act 2010
- Use is necessary for carrying out obligations under employment law.
Sharing Your Information
The personal data you provide will be treated confidentially. The College may share your personal data in the circumstances noted below:
If your physical or emotional wellbeing is at risk
If we believe you, or another person are in danger of serious harm
In these circumstances, the College may share your personal data with Police Scotland, the NHS and other emergency services.
The Report and Support platform is hosted by a company called Culture Shift. Culture Shift may have limited access to the information on the platform as part of their provision of services. However, this will only be where the College has granted access to Culture Shift and where they are acting on our instructions.
The College may disclose personal data where we have a legal obligation to comply with a court order.
Retention of Information
The College will retain your data for as long as it’s required for the purpose and as detailed below:
All reports will be held securely on the Report and Support platform for 12 months following completion of the academic year in which the report is submitted. Then personal data is removed, and the report archived.
Archived reports are held on the Report and Support platform for two years and then personal data is securely deleted.
Anonymised data will be held on a secure College drive for a period of at least three years for analytical purposes only. This does not include personal data.
Where a report submission is characterised as being a complaint, the College’s Complaints Policy will be followed, and all data will be held for at least five years from the date of last action.
Your Rights
The personal data you provide will be treated confidentially. The College may share your personal data in the circumstances noted below:
If your physical or emotional wellbeing is at risk
If we believe you, or another person are in danger of serious harm
In these circumstances, the College may share your personal data with Police Scotland, the NHS and other emergency services.
The Report and Support platform is hosted by a company called Culture Shift. Culture Shift may have limited access to the information on the platform as part of their provision of services. However, this will only be where the College has granted access to Culture Shift and where they are acting on our instructions.
The College may disclose personal data where we have a legal obligation to comply with a court order.
Retention of Information
The College will retain your data for as long as it’s required for the purpose and as detailed below:
All reports will be held securely on the Report and Support platform for 12 months following completion of the academic year in which the report is submitted. Then personal data is removed, and the report archived.
Archived reports are held on the Report and Support platform for two years and then personal data is securely deleted.
Anonymised data will be held on a secure College drive for a period of at least three years for analytical purposes only. This does not include personal data.
Where a report submission is characterised as being a complaint, the College’s Complaints Policy will be followed, and all data will be held for at least five years from the date of last action.
Your Rights
- Right of access to copies of your personal data (subject access request)
- Right to rectification if personal data we hold about you is incorrect
- Right to restrict processing of your personal data
- Right to complain to the Information Commissioner’s Office about how we handle your data.
In some circumstances you also have the following rights:
- Right to object to our processing of your personal data
- Right to request erasure of your personal data (deletion)
- Right to data portability