The research project is being undertaken by a research team based in the Institute of Social and Economic Research (ISER) within the University of Essex
Institute of Social and Economic Research, University of Essex, Wivenhoe Park, Colchester, Essex CO4 3SQ
The University of Essex is registered as a data controller with the Information Commissioner’s Office (Registration Number: Z699129X).
The Data Protection Officer for the University of Essex is:
Data Protection Officer University of Essex, Wivenhoe Park, Colchester, CO3 4SQ +44 (0) 1206 872285 dpo@essex.ac.uk
The Research Governance and Planning Manager for the University of Essex is:
Mantalena Sotiriadou University of Essex, Wivenhoe Park, Colchester, CO3 4SQ ms21994@essex.ac.uk
What are the purpose(s) for which data are being processed within this project?
Understanding Society is an ongoing longitudinal household panel study that covers the UK.
The Understanding Society Co-parenting across homes survey is a separate Understanding Society study and involves sample members and their co-parents for whom we have contact details being invited to take part in an online survey about co-parenting. Data are collected and, if sufficient data are collected, made available to researchers in an anonymised form. Researchers access the data through the UK Data Archive.
What is the legal basis under which data is processed within this project?
Under the General Data Protection Regulation (GDPR), a legal basis is required for processing of personal data. The legal basis under which data is processed within this project is:
Article 6 (1) (e) – “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;” Processing of data concerning ‘special categories’ of data require the fulfilment of an additional condition under GDPR. The specific condition fulfilled by the processing of such data within this project is:
Article 9 (2) (j) – “processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.”
Under the Data Protection Act 2018 we are also required to identify an appropriate condition for processing Special Category Data, and this is Schedule 1, part 1, paragraph 4
How is the data being collected within this project?
Sample members who confirm that they are co-parenting with someone living outside of the household are asked to volunteer the title, name, address, telephone number and email address of their non-resident parent so that we may contact them to participate in Understanding Society in future. They do not have to give us any information, or they may choose to provide only partial information. We make it clear that by providing the information they are not committing their co-parent to take part in Understanding Society.
These sample members will be sent an invitation to complete the Co-parenting across homes survey Apart Survey online.
We will also use the contact details provided to contact their non-resident co-parent and inform them that we hold their personal details, obtained from the sample member, and explain the purpose of the survey. We remind the non-resident co-parent that the survey is completely voluntary. If they choose to take part, they can access the survey online.
What categories of data will be obtained from these sources?
The project will collect data from sample members and their non-resident co-parent. This will include ‘special category’ data: we ask non-resident co-parents to let us know about their ethnicity, religion, and health conditions. If participants choose to supply this information, it is processed along with other data. Personal data which is part of the sample file to allow us to send letters, emails, and text messages are kept securely separate from survey responses, and are not deposited with the UK Data Archive, nor are they made available to researchers.
Will my data be used by the project?
If a sufficient number of participants take part, the responses given in the survey will be made available to registered researchers who access the data through the UK Data Archive. If participants contact us and ask that we remove their data, we can remove any data they have given us which has not yet been deposited with the UK Data Archive, but we are not able to remove data which has already been made available to researchers.
Can I opt-out of the use of my data by the project?
Yes, up until the point when the data are released to the UK Data Archive, participants may request that their data are removed.
How will my privacy be protected?
No identifiable data, such as name and address, will be included in the data made available to the UK Data Archive. Identifiable data are stored on a separate secure server, with access limited only to those who require the information to maintain the integrity of the database – such as to process change-of-address information – and to those who supply the sample information to the sub-contracting fieldwork agencies to enable invites to be sent out at the next wave of data collection. All data received at the University of Essex will be securely stored within an infrastructure that is certified to the Internationally agreed standard for Information Security (ISO27001:2013).
What are my rights in relation to the data?
The General Data Protection Regulation provides the following rights for individuals in relation to their personal data:
The right to be informed
The right of access
The right of rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling
A summary of these rights and their applicability in respect to this project is provided below:
Right
Applies to this project?
Rationale
The right to be informed
Yes
Details regarding the project and its use of data are provided within this privacy notice.
The right of access
Yes
Sample members may make a data subject access request. However, the data provided may well be codes rather than plain English responses since this is how the data are collected and stored.
The right to rectification
Yes
Sample members may request that errors within their information is rectified but only before the survey data are deposited with the UK Data Archive.
The right to erasure
Yes
Sample members may request that their information is removed before the survey data are deposited with the UK Data Archive. When sample members request that we delete their contact details, this can be done but may mean that they are contacted again in the future – for example if another sample of addresses is drawn. Otherwise, we would retain the sample members contact details but mark them as not to be contacted in the future – this way, we can also withdraw them from any future samples.
The right to restrict processing
Yes
The sample member may request that we restrict processing on their record, but only prior to the data being deposited with the UK Data Archive.
The right to data portability
No
The right to data portability does not apply to this project as the lawful basis for processing is not consent or for the performance of a contract.
The right to object
Yes
The sample member may contact us to object to us using their data and to stop us processing their data, but only prior to the data being deposited with the UK Data Archive.
Rights in relation to automated decision making and profiling
No
The project does not involve any automated decision making or individual profiling.
Will my data be transferred to any organisations outside of the University of Essex?
Anonymised survey data will be transferred to the UK Data Archive, and made available to registered researchers.
How long will my data be retained by the project?
Data will be retained by the Institute for Social and Economic Research for as long as it may be required. The anonymised survey data will be made available to registered researchers from the UK Data Archive.
What approvals have been obtained by the research project?
The research project has successfully obtained: University of Essex Ethics Sub-Committee 1 (ETH2223-0744).
What if I have further questions?
If you have any questions about the security of your personal details, please email iserdpq@essex.ac.uk
The University of Essex is the registered organisation for data protection purposes, and may be contacted at dpo@essex.ac.uk
Additionally, any queries or concerns regarding the processing of personal data can be made to the Information Commissioner’s Office.
The Economic and Social Research Council is the primary funder of the study
The Study is led by a team at the Institute for Social and Economic Research (ISER) at the University of Essex.