Table of Contents
Who is undertaking this project?
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
Web: https://www.iser.essex.ac.uk
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
Data collection for the project has been sub-contracted to Verian (UK) and NatCen Social Research, who are acting as the data processors.
What are the purpose(s) for which data are being processed within this project?
Understanding Society is an ongoing longitudinal household panel study. The sample consists of people who were resident in the UK, although those who subsequently emigrate are also eligible to be invited to take part. Data are collected and 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.”
For further information, see: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/lawful-basis/a-guide-to-lawful-basis/
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 are invited to participate in the study each year. They are sent a letter with details of how to take part in the survey. Where we have an email address for the sample member, they are sent an email with information on how to take part in the survey. Sample members are reminded that the survey is completely voluntary. If they choose to take part, they can access the survey online. If they do not complete the online survey within 5 weeks, they are contacted by an interviewer and asked to take part in the survey in-person or by telephone.
What categories of data will be obtained from these sources?
The project will collect data from sample members. This will include personal data, such as name, address, date of birth, contact details. The information will also include ‘special category’ data: we ask participants to let us know about their political, religious views, their ethnic identity, whether they are member of a trades union. We ask about their health, and about sexual orientation. If participants choose to supply this information, it is processed along with other data. Personal data such as contact details 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?
The responses given in the survey will be made available to registered researchers, who access the data through the UK Data Archive or the UK Longitudinal Linkage Collaboration (UK LLC). If sample members 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 or UK LLC, 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 or UK LLC, sample members 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 or UK LLC. 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). If the sample member changes address and we are unable to contact them, we may contact an individual nominated by the sample member to ask for information about the sample member’s location (“stable contact”). We may also attempt to trace the sample member by uploading their details to an encrypted online portal which automatically searches databases to find an updated address.
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
For further information, see: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/individual-rights/.
A summary of these rights and their applicability in respect of this project is provided in the table 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 | No | Sample members may request that information is rectified. |
| 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 or UK LLC, and made available to registered researchers. Sample data (including contact information) will be transferred to the fieldwork agencies sub-contracted to carry out the data collection, to enable them to contact the sample member to invite them to participate.
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 or the UK LLC.
What approvals have been obtained by the research project?
The research project has successfully obtained:
Ethical approval from the University of Essex ethics committee.
I have been nominated as a ‘stable contact’, what does this mean?
An important part of Understanding Society is to interview the same people each year. This means that if someone moves house, we would like to be able to write to them in the new address and invite them to take part in the survey. Each year, we ask our participants to nominate someone who is their ‘stable contact’ – this is someone who is likely to know their new address. If we are not able to contact a participant because they have moved house, we may write to their stable contact and ask them to contact us with the participant’s new address. By giving us their name and address, you are not committing them to be interviewed, but allowing us to invite them to take part – they can then chose whether or not they want to continue to participate. This is the only reason we will use the contact information we’ve been given.
For more information on being a stable contact please go to the stable contact information page.
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.