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 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
The printing and mailing of survey invites to sample members has been sub-contracted to Corporate Document Services Limited (CDS) (https://www.cds.co.uk/printing-services).
The research is funded by the Economic and Social Research Council (ESRC).
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 Life History Calendar Study is part of the wider Understanding Society Study, and involves participants being invited to complete a survey in a calendar format which asks about key life events such as employment, education, partnerships, children and health. 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.”
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?
In-between the annual interview, sample members are invited to participate in a separate Life History Calendar study. They are given information about the Life History Calendar study, including what data are collected. If the participant chooses to take part, they are asked to log in and complete an online survey (Life History Calendar). The letter and the accompanying leaflet will include an introduction to the study and guidance to help complete the survey. An instruction video on how to complete the calendar is also provided within the online survey.
What categories of data will be obtained from these sources? The project will collect data from sample members about important life events such as education, employment, partnerships and children. They will be asked about the start, duration and end date for each event. The information will also include ‘special category’ data: we ask participants about their physical and mental health; and we ask about the sex of their partner which may reveal the participant’s sexual orientation. If participants choose to supply this information, it is processed along with other data. Personal data are not deposited with the UK Data Archive, nor are they made available to researchers.
Who will have access to the data from the project?
The responses given in the survey will be made available to registered researchers, who access the data through the UK Data Archive. 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, 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, 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. 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 contact information to the sub-contracted printing agency CDS to enable the survey invites to be sent out..
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). CDS, the agency sending the survey invites, is accredited to the same internationally agreed Information Security Standard.
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 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
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.
Contact information (name and address) will be transferred to CDS, the agency printing and mailing the survey invitations, so that they can invite sample members to participate. CDS is certified to the internally agreed standard for Information Security (ISO27001:2013).
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 ethical approval from the University of Essex Ethics Sub-Committee 3 (ETH2223-1247).
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 (https://ico.org.uk).
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.