Privacy Notice for Report & Support
What is covered by this privacy notice?
This Privacy Notice is designed to help you understand how we use personal information for this initiative. We have set out below the information we use, who we share it with, and how long we will keep it.
What personal information do we hold?
You do not need to provide us with any information which identifies you in order to make a report, however if you want to remain anonymous we can’t provide you with support or handle your report as a complaint.
If you do decide to identify yourself on the report, we only collect and use the following minimum personal information:
- Name/ Contact details (if you wish us to reply to you)
- Experiences
How do we use your personal information?
We use your information for these purposes:
- Helping us to identify the best person for you to speak to in relation to your report.
- Monitoring patterns or trends in reported incidents to help our support and preventative work. When you submit an anonymous report, we won’t ask you for any information that identifies you. We won’t be able to offer direct advice or take any action on the report. We will keep an anonymised record of your report to identify whether there have been/are other similar reports and whether there is a pattern of behaviour or trends that should be addressed.
- Starting a complaint investigation, but only if you request this.
- Anonymised reports and publishing. We will share statistical data to help with our plans to prevent future cases, and we will publish basic facts and figures from the reports we receive. You will never be identifiable from these reports.
Who else might we share your personal information with?
If you provide your personal information to us, and you ask us for support, we will use it help provide you with our ARU services. We won’t share your information outside of ARU without your permission.
We also use Data Processors to support these activities, for example by providing the systems to help you make a report.
These include:
- Culture Shift, the supplier of our reporting tool. Their Privacy Notice is here.
Who is the data controller for this processing?
Anglia Ruskin University is the Data Controller for this activity.
What is the legal basis for our use of your personal information?
Personal Data:
Consent: Where you provide us with your personal data.
Performance of a Task in the Public Interest: Our duty of care to students and staff.
Contract: Fulfilling our obligations under Employment Law where staff are involved.
Special category Data:
Equality of Opportunity or Treatment: to ensure our services are fair to all.
Employment Law: for staff involvement.
Statutory & Government purposes: our Equality Act obligations.
Safeguarding of Children and of Individuals at Risk: to protect vulnerable persons.
Preventing or Detecting Unlawful Acts: where criminal acts are involved.
Establishment, Exercise or Defence of Legal Claims: where legal cases are involved
Will my personal information be accessible outside the UK?
No.
How long will we keep your personal information?
Where you have chosen to provide us with your personal data, we will remove/ redact this after 6 years. See our Records Retention Schedule for more details.
We retain anonymised information in order to monitor our work in this area over time, but you will not be identifiable from this information.
Your rights
The law gives you rights to control what personal information is used by us and how it is used by us.
You can obtain further information about these rights from the Information Commissioner’s Office.
You also have the right to lodge a complaint about our processing of your personal data with the Information Commissioner’s Office.
Information Commissioner's Office
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: ico.org.uk
Email: casework@ico.org.uk
Telephone: 0303 123 1113 (local rate) or 01625 545745 (national rate)
Contact us
If you wish to exercise any of these rights, you can contact our Data Protection Officer.
Data Protection Officer
Email: dpo@aru.ac.uk
Privacy Notice for Report & Support v2.0 - Updated: 04/07/2025