This Privacy Notice explains how the University of Southampton collects, stores and uses your personal data (information about you).
What personal data are you using?
Your personal data includes:
- information about yourself you give directly to the project research team or online on the research project website.
Please note that you will be asked to upload information about the location of your memory, the year of your memory and your email address to the website. If you are happy to provide these pieces of information, your memory will be visible on the map. We will only use your email address to send confirmation emails to you about your submission.
Why are you using my data?
To help to carry out one strand of the research study.
This research strand is crowd-sourcing memories about young people’s telephone use since the 1980s in order to produce an interactive online map which members of the public and the research team can use to explore how telephone use has evolved over the last four decades. The research study’s University of Southampton Ethics and Research Governance Online (ERGO) number is 56966.
How will you use my data?
If you choose to participate in this research, we invite you to submit a photo, video, audio file or other image to the project website that can help us to make this map. We want to trace young people’s phone use since the 1980s, so your photo/image might be of yourself when you were growing up in the 1980s/90s or 2000s, or it might be of you today or more recently. We will ask you to upload the image as a file (such as a JPEG, MOV or other). You will also be invited to submit a short written memory that gives a bit more detail about the photo or other image that you submit, should you wish to do so. You will be asked to provide your email address, so that we can contact to you to follow up about your submission and keep a mailing list for the project.
The content you submit to the website will then be reviewed by the research team. If the material you submit provides new or helpful information to the project research team, it will be approved and saved as part of the data set that will be used to produce the online map.
If the research team is able to use the content that you submit to the website, we will also collect your written memory, if you have provided one, and this information will be attached to the image / video file in the database. In your memory, you may share details that identify you. We will not use, quote from or share this identifiable data with anyone without your express permission.
If the research team is unable to use the content that you submit, the file/s and your details will be deleted along with the written memory, if you submitted this.
Your email address will only be used by the research team to keep a mailing list for the project, and so that we can contact you about your submission.
Who is responsible for my data?
The University of Southampton is responsible for your data (the official name for this role is ‘data controller’). This means that the University of Southampton is responsible for looking after your personal data and using it properly. You can contact the University of Southampton about the data it keeps about you by emailing the Head of Research Integrity and Governance at rgoinfo@soton.ac.uk .
boxChilli, a web software development company, is working with the University of Southampton to run this research by collecting and securely storing your personal data from the project website on behalf of the University of Southampton (the official name for this role is ‘data processor’).
Is my data kept private and secure?
The University of Southampton has a legal duty to keep information about you confidential. There are strict codes of conduct in place to keep your information safe. The University of Southampton abides by the Data Protection Act 2018 that mirrors the EU General Data Protection Regulation 2016 (GDPR), and the University Data Protection Policy. You can find the University of Southampton’s Data Protection Policy here.
The University’s privacy notice for research participants provides more information on how the University of Southampton collects and uses your personal data when you take part in one of our research projects and can be found by clicking here.
How long will you keep my data?
The University of Southampton will keep your personal data for a minimum of 10 years after the research study has finished according to the University research data management policy here.
The research team will keep a link that identifies you and your personal information to your submissions to the project, but this link will be kept secure and available only to members of the research team during the study period. Any information that can identify you will remain confidential and will be destroyed after the study is complete. The information you submit to the website will be publicly available on the study website during the project and for three years afterwards, and the website will be registered with the UK Web Archive where it will be accessible for anyone to look at and use in future studies or teaching. At the end of this period, the website will be archived in the University of Southampton repository.
What are my rights?
You have the right to contact the University of Southampton to ask for the following: to be informed about the data held about you, to access the data held about you, to have the data held about you edited or updated where it is inaccurate or incomplete, to request that data held about you be erased, to request that the use of your data be restricted, and to object to the use of your data.
Please note, however, your rights to require erasure of your data and to object to the use of your data in the context of a project like this are limited under data protection law. This is because your data is used for academic research purposes and needs to be managed in specific ways in order for the research study’s results to be concluded in a reliable and accurate fashion.
If you would like to make a rights request, please contact data.protection@soton.ac.uk .
What is the lawful basis for collecting, storing, and using my data?
Data protection law requires us to have a valid legal reason (‘lawful basis’) to process and use your Personal data. The lawful basis for processing personal information in this research study is for the performance of a task carried out in the public interest.
Personal data collected for research will not be used for any other purpose.
Are you using special category data about me?
No, this project is not using special category data about you.
How can I raise a complaint?
If you would like to raise a complaint on how your personal data is being handled, you can contact the University of Southampton’s Data Protection Officer who will investigate the matter.
The Data Protection Officer
Legal Services
University of Southampton,
Highfield
Southampton,
SO17 1BJ.
E-mail: data.protection@soton.ac.uk
More information can be found at: https://www.southampton.ac.uk/about/governance/freedom-of-information.page.
If you are not satisfied with the response, or if you believe that your personal data is handled in a way that is not lawful, you can complain to the Information Commissioner’s Office (ICO). See their website at ico.org.uk.
