Privacy Notice for the LGBTQ+ Training Programme Evaluation

  1. Introduction

The University of Birmingham and its affiliates, subsidiaries and related entities (“University”, “we”, “our”) is committed to protecting the privacy and security of the personal data we collect about end customers and users of our services (“you/your”). This Evaluation has been funded by What Works for Children’s Social Care (“WWCSC”).

The purpose of this privacy notice is to explain what personal data we collect about you when we conduct research for the LGBTQ+ Training Programme Evaluation project. When we do this, we are the data controller.

Please read this privacy notice carefully as it provides important information about how we handle your personal information and your rights. If you have any questions about any aspect of this privacy notice you can contact us using the information provided below or by emailing us at quoting “LGBTQ+ Training Programme” in the subject or body of the email.

2. Personal data we collect

We shall be processing the data of several categories of data subject. Please read the section below that is relevant to you:

Social workers

  • Your name
  • Your age
  • Your gender
  • Your phone number
  • Your email address
  • Your sexual orientation
  • Your racial or ethnic origin
  • Your religion / beliefs
  • Your place of work
  • Your occupation/job title and Social worker ID
  • Name of Local Authority/jurisdiction location worked

3. How we collect information about you

We may collect personal data in a variety of ways and at a variety of times throughout the research study being conducted. We refer to “primary data collection” when data is collected directly from you and we refer to “secondary data collection” when the data is not collected directly from you). Please read the section below that is relevant to you:

Social Workers

  • From yourself when you have voluntarily clicked a link to participate in the research and provided contact details (primary data collection)
  • From yourself via an online survey you have opted-in to complete (primary data collection)

4. Purposes for which we use personal data and the legal basis

When conducting the research study, we may use your personal data for the following purposes and on the following lawful bases. The table below is relevant to all data subjects involved in the research study:

4.1 Purpose

4.2 Lawful Basis for Processing

To assess the effectiveness of a training package for improving social workers attitudes, knowledge and beliefs in working with LGBTQ+ young people in care (i.e. to conduct the research based on the data you have provided).

The lawful basis for processing your personal data in accordance with UK data protection law shall be for the performance of a task in the public interest with a basis in law (Education Reform Act (1988)). This is because the University is classified as a public authority.

For you to gain access to the online training package and for us to assess the online training package implementation, mechanism and context.

To use special category personal data (racial or ethnic origin, sexual orientation, religion/beliefs) to inform the research project being conducted.

The legal basis for processing special category data is archiving, research and statistics in accordance with the conditions of the UK Data Protection Act 2018 Schedule 1 Part 1.

To request your informed consent for participation as part of ethical practices (you do not have to participate in the research and can withdraw at any time).

Please note: should the analysis of your data begin we would not be able to remove your data from being analysed as part of the research despite you withdrawing your consent for participation.

The lawful basis we shall be relying on is the legitimate interest of the Data Controller.

To contact you with reminders to complete the training programme / surveys, as well as an invitation to take part in a possible follow-up study.

To identify your data and take any required actions should you submit a data subject rights request.

The lawful basis we shall be relying on is the legal basis for processing personal data under the UK General Data Protection Regulation and Data Protection Act 2018.

For University of Birmingham to archive all personal data captured within the Research and re-use the data for future research. This would be a secondary use of the data which is compatible with the original reason for capturing your data and University of Birmingham will be acting separately and independently of WWCSC. For this purpose of use, University of Birmingham will be the Independent Data controller. The location of the data for this purpose will be in the RDS and held for 10 years in an de-identified format.

The lawful basis for processing your personal data in accordance with UK data protection law shall be for the performance of a task in the public interest with a basis in law (Education Reform Act (1988)). This is because the University is classified as a public authority.    

5. Sharing your data

It is unlikely that we’ll ever share your personal data outside the UK. If, however, it becomes necessary for the purposes of conducting our research we will only share it with organisations in countries benefiting from a European Commission adequacy decision or on the basis of Standard Contractual Clauses approved by the European Commission (both of which are recognised by the UK) which contractually oblige the recipient to process and protect your personal data to the standard expected within the UK.

Any data shared with the below categories of recipients is the minimum necessary for the task they have been instructed to carry out on our behalf or in conjunction with us. Each category of recipient is subject to pre-approved review to ensure comparative technical and organisational measure for keeping the data secure.

  1. Pre-approved online survey platform providers.
  2. Pre-approved data storage and communications providers.
  3. University Archiving location.

There may be scenarios where we are subject to a legal obligation to disclose or share your personal data, such as with law enforcement agencies, regulatory bodies or public authorities in order to prevent or detect crime. We will only ever disclose your personal data to these third parties to the extent we are required to do so by law.

We may also share your personal data if we choose to sell, transfer, or merge parts of our business and/or group, or our assets in the future. Or we may seek to acquire other businesses or merge with them. During any such process, we may share your data with other parties. We will only do this if they agree to keep your data safe and private. If a change to our group happens, then other parties may use your data in the same way as set out in this notice.

6. How long we keep your data

Data shall be reduced, redacted, de-identified and deleted at appropriate times so we remain the minimum amount of data possible throughout the research study. We shall keep your personal information up to 2 years after the end of the research study. We will then dispose of your personal information by securely deleting your data.

Primary data collected and held in the University Archive is held for 10 years (until at least 31/03/32).

7. How we protect your data

We implement appropriate technical and organisational measures to protect data that we process from unauthorised disclosure, use, alteration or destruction. Data protection assessments are conducted for each research project and all recipients of data used within any research data.

Your information is securely stored on a dedicated drive, and access is controlled by the University’s secure access policy for the duration of the research study period.

We will always keep these under review to make sure that the measures we have implemented remain appropriate.

Any personal data is not subject to any automated decision-making.

8. Your rights and options

You have the following rights in respect of your personal data:

  • You have the right of access to your personal data and can request copies of it and information about our processing of it.
  •  If the personal data we hold about you is incorrect or incomplete, you can ask us to rectify or add to it.
  • Where we are using your personal data with your consent, you can withdraw your consent at any time.
  • Where we are using your personal information because it is in our legitimate interests to do so, you can object to us using it this way.
  • Where we are using your personal data for direct marketing, including profiling for direct marketing purposes, you can object to us doing so.
  • You can ask us to restrict the use of your personal data if:
    • It is not accurate,
    • It has been used unlawfully but you do not want us to delete it,
    • We do not need it any-more, but you want us to keep it for use in legal claims, or
    • if you have already asked us to stop using your data but you are waiting to receive confirmation from us as to whether we can comply with your request.
  • In some circumstances you can compel us to erase your personal data and request a machine-readable copy of your personal data to transfer to another service provider.
  • You have the right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

If you wish to exercise your rights, please contact us at

9. How to Complain

You can also lodge a complaint with the Information Commissioner’s Office. They can be contacted using the information provided at:

Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113
ICO website:


10. Contact us

If you have any questions, or wish to exercise any of your rights, then you can contact:

 Project: LGBTQ+ Training Programme
 Organisation: The University of Birmingham
 Address: The University of Birmingham, Edgbaston, Birmingham, B15 2TT

Alternatively, you can email us at

11. Changes to this privacy notice

We may update this notice (and any supplemental privacy notice), from time to time as shown below. We will notify you of the changes where required by applicable law to do so.

Last modified 25th March 2022.