IPC Privacy Policy Data Collection

This additional Privacy Notice sets out the basis on which personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

Our Privacy Policy
Institute of Public Care (IPC), trading as Oxford Brookes Enterprises Ltd, Harcourt Hill Campus, Oxford, OX2 9AT, UK will be the Data Controller of any personal data that you supply. This means that we will make the decisions on how your data is used and for what reasons. We may also act as a data processor of your personal information in certain circumstances, in which case we will process personal information only under the instructions of our clients.

What information do we collect?
This Privacy Policy applies to the collection and use of data in the course of providing the services detailed below:

Online Self Assessments or Other Surveys
Individuals may provide responses to any of our self assessments or surveys at the request of a client. Clients may provide personal contact information in the first instance. This information may include the participant’s name, email address and other contact details. Participants may also provide this information directly to us. Participants may take part in assessments or surveys through 3rd party platforms.  We currently use Surveymonkey. Please take time to read the Surveymonkey Privacy Policy.
When participating in an assessment, we might ask the participant to provide responses that may constitute personal information. We categorise such personal information as follows:

"Identification Data" which means contact and practical information such as your name, email address. You or an agent acting on behalf of your employer (our client) usually has to provide Identification Data as this is required in order for us to administer the assessment, provide the results to the client who requested that the assessment is made available to you upon completion, and for any other purposes set out in the section entitled "How will we use this information?"

“Assessment Data" which means your responses in assessments; this may include, or may allow us to deduce, information such as: motives; talents; aptitudes; competencies; interests; and behavior in the workplace. You will be required to provide a response to some (if not all) of the questions within the assessments. If you do not provide a response to certain questions within the assessment, you may not be able to proceed to the next section or it may affect your assessment score.

"Other Research Data" which constitutes responses to questions posed which may include information such as: details about your employment, responsibilities and work; your opinions; your views and aspirations. This cannot be a comprehensive list, further details would be provided at the point of contact. You do not need to provide Other Survey Data to us. This information is entirely voluntary (see below).

How will we use this information?
We process Identification Data and Other Survey Data provided in relation to your participation in assessments or surveys for the purpose of providing services to our clients. This may include processing this data in order to:

    • identify your assessment and responses; assess your competencies and preferred working styles; produce assessment reports for our client who has made this assessment available to you.
    • The assessment reports and services we provide to our clients may be used by them for purposes which may include the selection and development of individuals in an employment or human resources context.
    • Clients are entitled to use the personal information that we provide to them as part of our services for their own purposes; however, such clients are obliged to process such personal information in accordance with their own obligations under applicable data protection laws. You will have rights with respect to the manner in which our clients process such personal information provided by us to them.
    • Other Survey Data is processed in accordance with the terms agreed with our clients and set out within our proposal of business and communications regarding that survey.

What is our legal basis for processing your personal data?

We must have a legal basis to process your personal information. In most cases, the legal basis will be one of the following:

  • to fulfil our contractual obligations to clients; for example, to conduct the assessments, to deliver assessment results or feedback regarding a project.
  • You consent to providing it to us.

You have the right to withdraw your consent at any time by contacting us using the contact details below. 

Will we transfer your data outside the European Economic Area?
We currently use SurveyMonkey to administer our self assessments and surveys.  Read more about their compliance via the EU-US Privacy Shield here.  Read the Surveymonkey Privacy Policy.

Oxford Brookes University uses G-suite platorms such as Gmail or Google Drive from Google, Inc. to communicate with individuals and to securely store/share data. Data may be located outside the United Kingdom, including the United States of America and is coverd by the Privacy Shield Framework.

What rights do you have regarding your personal data that we hold?

  • You have the right to be informed.
  • 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.
  • You have the right to data portability.
  • The right to object to IPC using your data.
  • You have rights in relation to using your data automated decision making and profiling.

Are there any consequences if you do not provide the requested data?

How long will we keep your data?
IPC will only retain personal data for as long as necessary to:

  • Fulfil the purpose for which the data was collected or obtained.
  • Fulfil our own obligations under UK Law.

Your personal data will be securely deleted once either of these conditions no longer apply.

Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 03 September 2018.

Who to contact if you have any questions or concerns

You can contact the Information Management Team using the contact details below.

Postal Address: GDPR Queries, Information Management Team, IT Services, Room 2.12, Gibbs Building, Headington Campus, Gipsy Lane, Oxford, OX3 0BP

Email: info.sec@brookes.ac.uk

Tel: 01865 485420