Privacy Notice – Equal Opportunities Monitoring

The IRC needs your help and co-operation to enable us to meet the commitments of our equality and diversity reporting requirements. The information provided will be kept confidential and will be used for monitoring purposes only.

Privacy Policy

The Innovation and Research Caucus (IRC) is hosted at Oxford Brookes University (Oxford Brookes/the University). Both are committed to protecting the privacy and security of personal data. Personal data is information that could identify you.

The University will be the Data Controller of any personal data that you supply. This means that Oxford Brookes (and/or IRC) will, in accordance with UK data protection and privacy law, make the decisions on how your data is used and for what reasons. The purpose of this privacy notice is to:

• be transparent about the information we collect and store about you and its use and
• comply with our obligations under data protection and privacy law.

Why do we need your data?

The personal data provided by you may be used for statistical and analytical purposes on behalf of the IRC to understand the applicants who apply to our funding calls.

Legal basis for collecting this data

The legal basis as set out in the UK-GDPR (2018), Article 6, UK will be used to permit processing of your personal data. Note depending on the processing will determine the lawful basis that applies at that time.

• Consent (Article 6, (1a), the data subject has you given consent in writing for us to process your personal dat.
• Performance of a contract (Article 6, (1b), the processing is necessary in order for you to enter into, or for the performance of a contract to which you are a party.
• Public interest: (Article 6, (1e), the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller; this usually means that the processing is associated with the University’s core business, for this processing ground to apply.
• Legitimate interests: (Article 6, (1f), the processing is necessary to meet your legitimate interests; those of the IRC or the legitimate interests of a third party.

 What type of personal data will we use?

• Your data will be anonymised.
• Equality and diversity data, including age, gender, religion, nationality, ethnicity, disability, caring responsibility.
• Data on research background and experience.

Who will we share your data with?

All data will be anonymised. Academic partners and collaborators for the IRC will have access to your data. This includes Warwick University, Manchester University, Cambridge University and Birkbeck, University of London. Only aggregate data will be shared with the IRC’s funders for the purpose of reporting. The IRC is funded by UKRI via the Economic and Social Research Council (ESRC) and Innovate UK.

Oxford Brookes and the IRC use the Google suite and Microsoft Teams to store data.

Will we transfer my data outside of the UK?

If you are overseas and we contact you then your data may be shared overseas.

What rights do I have regarding my data that we hold?

• You have the right to be informed about what data will be collected and will be used.
• You have the right of access to your data.
• You have the right to correct data if it is wrong.
• You have the right to ask for your data to be deleted.
• You have the right to restrict use of the data we hold about
• You have the right to data portability.
• You have the right to object to Oxford Brookes and the IRC using your data.
• You have rights in relation to using your data in automated decision making and profiling.

Your rights at the time will depend on the legal ground used to process your data

Are there any consequences of not providing the requested data?

No. There are no consequences of not providing the requested data.

Will there be any automated decision making using my data?

No.

How long will we keep your data?

Your details may remain in an IRC EDI database list for 3 years from when it was added.

Who can I contact if I have concerns?

You can contact:

• The IRC team for general enquiries via info@ircaucus.ac.uk
• The Information Security Management Team via sec@brookes.ac.uk if you have a concern about Data Protection matters or if you want to exercise your rights under Data Protection or Freedom of Information Act (2000).
• Oxford Brookes‘ Data Protection Officer via BrookesDPO@brookes.ac.uk who ensures that Data Protection provisions are applied lawfully in Oxford Brookes.
• The regulator the ICO to raise a complaint or request additional guidance.