Privacy Notice

Privacy Notice for participants and others involved in Listen2Baby

This Privacy Notice is provided to comply with the UK General Data Protection Regulation (UK GDPR) 2018 and other relevant regulation. It aims to inform you how we will use, store and process personal data about you in connection with your involvement in the Listen2Baby study (Listen2Baby). We will only process your personal data in accordance with applicable data protection and privacy laws.

Who is responsible for your data?

The University of Oxford is the data controller with respect to the processing of your personal data for the purposes of Listen2Baby. The Information Commissioners Office (ICO) registration number for the University of Oxford is Z575783X.

What types of personal data do we process?

In connection with Listen2Baby we are processing the following categories of personal data: name, job title, contact information (e.g. phone, email, address), your participation in Listen2Baby and your role (e.g. participant in an interview, focus group, or as part of the co-design; member of our Lived Experience User Group; head of midwifery etc.), and, where appropriate (e.g. for midwives) the NHS site where you work. For research interview, focus group and co-design participants we are also processing any other personal data shared with the research team in the course of the interview, focus group or co-design event. This may include, following appropriate permissions, audio and/or video recording and/or photographic images of individuals.

As part of Listen2Baby the research team will observe midwifery practice in selected NHS sites in England and Wales [list NHS Trusts/Health Boards]. This will include: observation of midwives looking after women in labour; observation of selected midwifery staff meetings, including handover meetings at the start and end of shifts; and collection of anonymised data about fetal heart monitoring from selected sets of medical notes. Confidential patient data will not be collected or recorded by the research team. The researcher will have incidental access to confidential patient information, including identifiable information, during observation of midwives looking after women and in midwifery staff meetings, and during the extraction of anonymised information about fetal monitoring from medical notes.

What are the purposes for which we process your personal data?

We will process your personal data for the following purposes of carrying out Listen2Baby research in accordance with the protocol. This may include:

• Contacting you to arrange a research interview, focus group, or other research-related meeting or workshop.
• Transcribing audio recordings of research interviews and focus groups for analysis.
• Observing midwifery practice while looking after women in labour and during meetings
• Extracting anonymised information about fetal monitoring from selected case notes
• Reporting the results of the study in the form of a short film and/or images on our website.
• Sharing Listen2Baby study results, newsletters, reports and other related documents with you.

We may also process your personal data to inform you about other related research that we are carrying out that you may be interested in participating in.

Any personal data collected that identifies you will be collected and managed by the Listen2Baby team.

Interview and focus group audio recordings will be shared with professional transcribers, working under a confidentiality agreement with the University of Oxford, who will type out everything said in a transcript to be used for analysis.

Where do we store and process your data?

Confidential patient data processed (through incidental access) during observation in NHS sites in England and Wales will not be collected or stored by the research team in any way.

The data we collect are stored on secure servers located in the UK and managed by the University of Oxford. If it is ever necessary for us to transfer your personal information to servers outside of the UK this will only be done in accordance with the UK GDPR.

Audio recordings shared with transcribers will be stored securely by them for as long as required to carry out transcription. We ensure that your personal data are protected against unauthorised access, unlawful use, accidental loss, corruption or destruction.

How long do we keep your data?

The audio file received by the transcriber, and the transcript, will be deleted by the transcriber once transcription is complete and the transcript has been returned to the research team. We will store your personal data for up to 10 years after the end of the Listen2Baby study, with regular review, after which they will be securely destroyed, unless you ask us to destroy these data at an earlier date.

What is the legal basis for processing your data according to UK GDPR?

The University of Oxford is using your personal data for research purposes, and will only process personal data as necessary to undertake research that is being carried out in the public interest. Under data protection law the “legal basis” for processing your personal data is UK GDPR article 6(1)e.

We are processing confidential patient information (including identifiable information) in NHS sites without consent following application to the Confidentiality Advisory Group (CAG) of the Health Research Authority under s251 of the NHS Act 2006 (England and Wales) which sets aside the common law duty of confidentiality (CAG ref).

What are your data protection rights?

You have certain rights with respect to your personal data. These include being able to request access to it, correction of any mistakes in it, deletion of it, restriction of its use, as well as being able to object to any processing of it (i.e. any use of it), or request that it be transferred elsewhere. Full details on your rights to access and modify your personal data are available at https://compliance.admin.ox.ac.uk/individual-rights with further guidance about rights for research participants available at https://compliance.admin.ox.ac.uk/research-data.

If you are receiving maternity care in one of the NHS sites where we are carrying out this research you have the right to request that the researcher does not observe meetings in which your care is being discussed and/or that they do not have access to your medical notes. If you wish to request this, please contact listen2baby@npeu.ox.ac.uk

If the researcher asks to observe your midwife while she is looking after you during labour, your midwife will ask for your consent for the researcher to be present. You can say 'no' and this will not affect your care.

Questions or complaints

If you have any question or complaint in relation to our processing of your personal data you can contact our Data Protection Officer data.protection@admin.ox.ac.uk, who will investigate. If you are not satisfied with our response or believe we are processing your personal data in a way that is not lawful you can also contact the supervisory authority for privacy/data protection, the Information Commissioners Office (ICO), https://ico.org.uk/make-a-complaint/.

Contact us

If you would like to contact us directly for more information about how we process and protect data collected for research, please email: rachel.rowe@npeu.ox.ac.uk.