Who is undertaking this project?
The research project is being undertaken by a research team based in the Institute for Social and Economic Research (ISER) within the University of Essex. ISER has commissioned the National Centre for Social Research (NatCen) to carry out the study.
Institute for 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
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
Data collection for the project has been sub-contracted to NatCen who are conducting the Study and acting as a data processor.
The research is funded by the Economic and Social Research Council (ESRC).
What approvals have been obtained by the research project?
Ethics approval for the study has been provided by the University of Essex Ethics Sub-Committee 1 (reference: ETH2526-0957).
What is the purpose for which data are being processed within this project?
Understanding Society is an ongoing longitudinal household panel study that covers the UK. This study will evaluate a new Understanding Society tool called the Life History Calendar. The Life History Calendar involves participants being invited to complete a survey in a calendar format which asks about key life events such as employment, education, partnerships and children. To understand whether the Life History Calendar works well, ISER is carrying out usability testing (observing how people use the tool). Data from the study will be used by the ISER research team to inform the design of the Life History Calendar.
What is the legal basis under which data is processed within this project?
Under the UK General Data Protection Regulation (UK 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 the UK 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.
To ensure these safeguards are in place, personal data will be transferred securely using encrypted file transfer and stored on encrypted, access-controlled servers. Access to identifiable data is restricted to authorised, named personnel at NatCen. Both the University of Essex and NatCen are certified to ISO 27001:2022, the international standard for information security management. Data collected by NatCen during the interviews will be anonymised before being shared with ISER, with direct and indirect identifiers removed. NatCen will securely delete all audio and video recordings within 12 months of the interviews taking place. The University of Essex will securely delete data entered by participants into the online Life History Calendar within 12 months of the interviews taking place.
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 2, Paragraph 13(1)(a).
How is the data being collected within this project?
NatCen’s recruitment partner Taylor McKenzie will recruit participants for the study. Taylor McKenzie will approach potential participants from their existing database, explain what taking part involves, and check eligibility using a screening questionnaire. Participants who are both willing and eligible will be booked for an interview and sent a confirmation email or letter from NatCen including key study information and NatCen’s contact details, should they wish to withdraw before the interview.
If a participant chooses to take part, they will participate in an interview with a NatCen researcher. During the interview, participants will be asked to enter information into the online Life History Calendar, complete specific tasks such as adding or deleting life events and will be asked questions by the interviewer about the process. With consent, interviews will be recorded using audio recordings, document-camera video recordings showing how participants interact with the tool on screen, and interviewer observation notes.
Data entered by participants into the online Life History Calendar during the interviews will be received at the University of Essex and stored securely on a University server.
At the end of the project, NatCen will transfer the study findings and anonymised data (transcripts of the audio recordings and document-camera video clips) to ISER.
What categories of data will be obtained from these sources?
This will include personal data such as name, address, telephone number, email address, and date of birth. The screening questionnaire used by Taylor McKenzie to identify eligible participants will collect the following data: date of birth, age group, the device they normally use to complete online surveys or forms, smartphone operating system (if applicable), employment status, approximate number of jobs they have had, whether English is their first language, digital confidence, gender, ethnicity, whether born in the UK, ability to participate in an interview, accessibility needs, and whether the participant would like to take part.
During usability testing interviews, participants will enter data into the Life History Calendar including countries of residence, education history, employment history (including job titles), partnerships (including partner names and sex of partner) and children (including names). Some of this information may constitute special category data under the UK GDPR, including data which may reveal sexual orientation.
With consent, NatCen will also collect audio recordings, document-camera video recordings showing how participants interact with the tool on screen, and interviewer observation notes.
Who will have access to the data from the project?
Data from the study will be accessed by NatCen, Taylor McKenzie and the ISER research team.
Can I opt-out of the use of my data by the project?
Yes. Participants may request that their data are removed up to 28 days after their interview. During this period, NatCen can identify and delete a participant’s data, and can provide the participant’s anonymous login code to the University of Essex so that data entered into the Life History Calendar can also be deleted. After 28 days, the data will have been anonymised for analysis and individual records can no longer be identified for removal by either NatCen or the University of Essex.
How will my privacy be protected?
Data on participants including contact details, date of birth, gender and information collected in the screening questionnaire will be transferred from Taylor McKenzie to NatCen via secure file transfer protocol (SFTP).
Personal and identifiable data (including contact details) will be stored on encrypted, password-protected servers at NatCen, with access restricted to authorised research team members carrying out the study. NatCen is certified to the internationally agreed standard for Information Security (ISO 27001:2022). Anonymous data will be transferred from NatCen to the ISER research team. ISER will not receive any data from NatCen that could identify individual participants.
Data entered into the Life History Calendar will be received at the University of Essex and securely stored within an infrastructure that is certified to the internationally agreed standard for Information Security (ISO 27001:2022). Access will be restricted to authorised, named personnel. The data stored at the University of Essex will contain the participant’s anonymous login code. NatCen will hold the link between the anonymous login code and the participant.
What are my rights in relation to the data?
The UK General Data Protection Regulation (UK GDPR) 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? | 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 | Participants may make a data subject access request. However, the data provided may include codes rather than plain English responses since this is how some of the data are collected and stored. |
| The right to rectification | Yes | Participants may request that errors within their information are rectified, but only within 28 days of their interview. After this point the data will have been anonymised for analysis, and individual records can no longer be identified for rectification. |
| The right to erasure | Yes | Participants may request that their information is removed, but only within 28 days of their interview. After this point the data will have been anonymised for analysis, and individual records can no longer be identified for erasure. |
| The right to restrict processing | Yes | Participants may request that processing on their record is restricted, but only within 28 days of their interview. After this point the data will have been anonymised for analysis, and individual records can no longer be identified to restrict processing. |
| 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 | Participants may contact us to object to the use of their data and to stop processing, but only within 28 days of their interview. After this point the data will have been anonymised for analysis, and individual records can no longer be identified. |
| 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?
Contact information (name, address, telephone number, email address), date of birth, and information collected in the screening questionnaire used to identify eligible participants will be transferred from NatCen’s recruitment partner Taylor McKenzie to NatCen (the sub-contracted data processor) so that participants can be recruited for the study. Taylor McKenzie will have access to these personal data for recruitment purposes only; they will not have access to data participants provide during their interview. NatCen is certified to the internationally agreed standard for Information Security (ISO 27001:2022).
How long will my data be retained by the project?
NatCen will securely delete the audio and video recordings within 12 months of the interviews having taken place.
The University of Essex will securely delete the data entered by participants into the online Life History Calendar within 12 months of the participant’s interview.
The anonymised study data the University of Essex receives from NatCen does not contain any information that could identify individual participants. As anonymised data falls outside the scope of the UK GDPR, it will be retained by ISER for as long as it is required for research purposes.
What if I have concerns about the way the study was carried out?
If you have any concerns about any aspect of the study, or if you have a complaint, in the first instance please contact our Participant Communications Team on Freephone 0800 252 853 or by email contact@understanding.ac.uk. They will pass the information onto the principal investigator of the project, Professor Michaela Benzeval.
If are still concerned, or if you think your complaint has not been addressed to your satisfaction, or you feel that you cannot approach the principal investigator, please contact the Director of Research in the department responsible for this project, Professor Paul Clarke, pclarke@essex.ac.uk.
If you are still not satisfied, please contact the University of Essex REO Research Integrity Manager (reo-integrity@essex.ac.uk).
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.