Privacy notice
Before you make your report, please take a moment to read about what we will do with the information you provide. UAL will use the information you provide on this form under GDPR Art.6(1)(f) 'Legitimate Interests' to:
- report, manage and process formal complaints under the Dignity at Work policy in a timely and transparent way
- develop a system of anonymous complaint reporting
- improve data collection, analysis and reporting including anonymised Equality, Diversity and Inclusivity (EDI) data relating to these reports/complaints in order to meet our obligations under the Equality Act 2010
- assist us with identifying patterns and trends of inappropriate behaviour to better and more proactively address Dignity at Work issues.
Special category data you may choose to provide such as health, ethnicity, sexuality etc will be processed under the additional basis of 9(2)(a) ‘explicit consent’, as recorded below.
Personal data related to an accused person where their behaviour would constitute a breach of contract will be processed under GDPR 6(1)(b) ‘necessary for the performance of a contract’. Where the allegation is potentially criminal, their data may also be processed under the GDPR exemption as necessary to detect and prevent crime or apprehend offenders and may be shared with the police.
Anonymous disclosures/reports
If you are making an anonymous report, it may be possible that based on the answers you provide you may be identifiable. You may opt to answer questions using ‘prefer not to say’ option to safeguard your identify further. We will not attempt to identify you or to make contact with you. Instead, your report will be used to identify whether there have been or are other similar reports and whether there is a pattern of behaviour or trends that should be addressed.
The allegation you make will be brought to the attention of the person against whom you complain anonymously.
Confidential reports - identity not disclosed
If you give your name or other personal data, only a small number of HR staff will be able to access your data - usually an HR Consultant and the Head of HR Advisory Services as well as the investigator and any manager dealing with your complaint. We will not disclose this to any other party unless we have:
- discussed and agreed this with you in advance or
- it is necessary to do so for lawful reasons, for example we believe there is a genuine threat to your welfare or the welfare of others.
The information you give us will be stored securely and treated with strict confidentiality.
Confidential reports - identity disclosed
If you choose to submit a report where your identity is disclosed, your identity will be shared with the person you are complaining about, and may be shared with your line manager and other managers outside of HR who may either investigate the allegations made or conduct any meetings with you under the Dignity at Work policy. Your complaint will be treated confidentially and only be shared with other staff if they have any involvement in resolving the matter.
After making any report where you give your name, you may be contacted for further information if needed to manage the complaint or resolve the issue.
Once your report has been dealt with; your information will be retained for 6 years after the end of the current academic year.
You can find more information about UAL and your privacy rights at arts.ac.uk/privacy-information.
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