Privacy Notice 
 
By submitting this form you consent to the University of Sheffield processing the data (including sensitive personal data) you enter into this report in accordance with this privacy notice, and the University's Data Protection Policy.  We may  use  the  information  you  provide  for  the  purpose  of: 

  • Helping  us  to  identify  the  best  person  for  you  to  speak  to in  relation  to  your report;

  • Providing  the  identified  person/adviser  with  your  contact  details  (if  you  have  provided them)  and  the details of your report, to enable them  to  understand the  nature  of  your  concern  or  the  incident  you  are  reporting so that they can best support you; 
 
  • Where  applicable,  reviewing  your  report  and  taking  further  action  if  required.  For  example,  an  investigation  could  lead  to  the  University  instigating  disciplinary action. You can read more about this on the Student Administration Service conduct webpages and on the University's HR webpages. We  will  write  to  you  to  keep  you  informed  of  what  we  are  doing. 

  • Once  we  have  concluded  any  actions  we  have  taken,  we  will  write to  you  to  inform you  of  the  outcome.  ( We  will   retain  your  personal  information only for as  long as is necessary, in accordance with the University’s retention policies and the relevant legislation following completion of your studies / end of your staff contract.    We  may  retain  some  information  in  order  to  monitor  our  work  in  this  area  but  you  will  not  be  identifiable  from  this  information.  

Your  identity  and  your  other  personal  data  will  be  disclosed  within  the University of Sheffield  on  a  need  to  know  basis  only  and  will  not  be  disclosed  to  any  third  parties  without  your  consent  unless  there  are  legitimate  reasons  requiring  us  to  do  so,  for  example,  where  the  information  you  have  provided  highlights  a  potential  risk  to your or another  person’s  health  and  safety. In such circumstances, we will take reasonable action to manage the risk and protect individuals; therefore we may deem it necessary to share information with third parties, including the Police, but will always try to seek your cooperation with this in order to minimise the impact on you. 
 
Please  be  aware  that  if  you  disclose  on  an  anonymous  basis, the University of Sheffield  is  not  able  to  commit  to  taking  any  formal  action.  However,  the University of Sheffield  will  review  and  keep  an  anonymised  record  of  your  report  to  identify  whether  there  have  been/are  other  similar  reports  and  whether  there  is  a  pattern  of  behaviour or  trends  which  should  be  addressed.  In  order  for  us  to  be  able  to  assist  you  fully,  we  encourage  you  to  report with your personal details.  
 
We  are  collecting  this  information  because  the  University has  a  legitimate  interest  in  ensuring  staff  and  students  at  the  University  are  safe  and  receiving  support  for any  incident(s)  and/or  concerns  affecting  them.   
 
Legal Information 
The University is processing this information in accordance with Article 6.1 (a): consent, and Article 9.2 (a) Special Category consent, of the General Data Protection Regulation. 
 
The University’s Privacy Notices can be accessed at this web page: 
 
Please address any questions, comments and requests regarding our data processing practices to our Data Protection Team: dataprotection@sheffield.ac.uk   
 

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