Privacy Notice for NHS staff and collaborators involved in UKMidSS studies | UKMidSS

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This Privacy Notice is provided to comply with the UK General Data Protection Regulation (UK GDPR), tailored by the Data Protection Act 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 UK Midwifery Study System (UKMidSS) studies. 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 UKMidSS studies. 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 UKMidSS studies, we are processing the following categories of personal data: name, job title, contact information (e.g. phone, fax, email, business address), your participation in UKMidSS studies and your role (e.g. UKMidSS reporter, head of midwifery etc.), and associated clinical site(s)/centre(s).

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

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

Data monitoring and verification.
Sharing UKMidSS study results, newsletters, reports and other related documents with you.
Processing of personal data arising from your use of UKMidSS web-based systems, for example IP addresses and information gathered through cookies. Cookies are small text files that are placed on your computer by websites that you visit. For more information about cookies you can visit https://www.allaboutcookies.org. We use cookies to ensure that we understand who uses our site and how our site is used, and to improve our system and ensure it is secure. The cookie technology we use includes a session cookie which keeps track of logins. This session cookie is only used as long as you are logged in. There is also a persistent cookie which tracks whether you have clicked on a warning about cookies which is presented to you at the first time of system login. There are no third-party cookies.

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. With your prior permission, we will share your contact details with universities who have commissioned a survey. The university will be the controller of those contact details for their own purpose

Any personal data that identifies you are collected and managed by the UKMidSS team in the National Perinatal Epidemiology Unit at the University of Oxford and will not be shared with anyone else other than commissioning organisations with your permission.

Where do we store and process your data?

The data are stored on secure servers managed by the University of Oxford. We ensure that your personal data are protected against unauthorised access, unlawful use, accidental loss, corruption or destruction. We securely process your information in the UK. We may share personal data collected for other external research projects carried out using UKMidSS with your prior permission.

How long do we keep your data?

We will store your personal data for up to 2 years after the end of the last UKMidSS study. We may need to retain personal data for longer if it is necessary to fulfil our purposes, including any relating to legal, accounting, or reporting requirements. We may also retain personal data for further research for which a legal basis exists. This will always be done in accordance with data protection laws. When it is no longer necessary to retain personal data, it will either be securely deleted or rendered anonymous (non-identifiable)

The University of Oxford is using your personal data for research purposes, it 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 GDPR article 6(1)e.

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 on the University of Oxford Compliance website

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)

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: ukmidss@npeu.ox.ac.uk