Privacy Notice

The purpose of this privacy notice explains how the LGBTQ+ Young People in Social Care research project within The University of Birmingham uses the personal data it collects and processes. We are committed to protecting the privacy and security of the personal data we collect and process as part of this project.

Who we are

The LGBTQ+ Young People in Social Care project includes two linked studies: the first will qualitatively assess the experiences of LGBTQ+ youth in residential care, the second will evaluate an LGBTQ+ training programme for social workers working with LGBTQ+ young people. This project is a collaboration between the University of Birmingham and the What Work’s Centre for Children’s Social Care (WWCSC). Our approach is collaborative and co-produced. We work closely with various stakeholder groups that are part of – or attached to – the LGBTQ+ youth population groups, such as young people, carers, social workers, policymakers, and representative organisations. Outputs from this study will help move forward strategies to improve the experiences of LGBTQ+ young people in social care settings.

Our research is conducted in accordance with the UK General Data Protection Regulation Act (UK GDPR) and the Data Protection Act 2018. We also follow University of Birmingham’s policies, including its Data Protection Policy, Information and Security Management Policy (compatible with ISO27001 and other related standards), Research Data Management Policy, and its Code of Practice for Research. All of our research is also reviewed and approved by an independent Research Ethics Committee.

The University of Birmingham and the What Works Centre for Children’s Social Care are joint Data Controllers and Data Processors for the purposes of GDPR on this research project.

How does this privacy notice relate to other privacy notices?

When you are/were invited to take part, you will be/have been provided with a document called a Participant Information Sheet which is an ethically approved document which provides information about the trial, the information collected and processed, where it is collected from, what your involvement will be and how your data will be handled. It will also explain if other organisations are involved and what their roles are.

What personal and special category data will be processed?

Information relating to study 1 – LGBTQ+ Young People’s in Residential Care Data will include demographic and interview data in order to understand LGBTQ+ young people’s experiences of residential social care. Data Subjects in this study will include up to 20 LGBTQ+ young people who are currently, or have been, in residential care of an English local authority. The aim of this study is to explore the experiences of LGBTQ+ youth who live in residential care, and better understand the barriers to progress and specific challenges they face. The data we will collect and process include:

  • Your Name
  • Your Age
  • Your Address
  • Sexual Orientation
  • Your Gender
  • Your Racial or Ethnic Origin
  • Your Phone Number
  • Location / Home address
  • Phone number
  • Status as a Child in Need, on a Child Protection Plan or Child Looked After
  • Interview answers

Some of the data we process is classed as ‘special category’ or sensitive personal data. This includes data revealing your sexual orientation and racial or ethnic origin. This data is essential to the study, as it relates to the central topic and identifying potential mediators. There is no other published study of this population and findings from this research will hold important service implications for how services are constructed to support and work with this population.

What is the legal basis for the processing?

The legal basis for which the Shared Personal Data will be processed:

  • The legal basis for The University of Birmingham is necessary for the performance of a task carried out in the public interest – Article 6(1)(e).
  • The lawful basis for processing by the What Works Centre for Children’s Social Care is Article 6(1)(f) legitimate interests.

Special Category Legal basis for which the Shared Personal Data shall be processed is Article 9(2)(j):

  • Processing is necessary for archiving purposes in the public interest in accordance with Article 89(1) of the GDPR (as supplemented by section 19) based on Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject

Who will your personal data be shared with?

Within the University, the data is shared only with those University staff who need access for the purpose of delivering our academic and non-academic services and facilities. Participant personal data is shared as is necessary, on a considered and confidential basis, with several external organisations which assist the University with processing your information. These organisations act on our behalf in accordance with our instructions and do not process your data for any purpose over and above what we have asked them to do. We make sure we have appropriate contracts in place with them.

With regards to data transfer, demographic and interview data will be transferred to The University of Birmingham from the WWCSC; however, no data will be transferred from The University of Birmingham to the WWCSC. The data to be transferred from WWCSC to The University of Birmingham is necessary to achieve the aims and objectives of, the project. This will include the processing of 5 qualitative interviews so they may be thematically analysed by The University of Birmingham (along with 15 interviews undertaken by The University of Birmingham) to further the key aims of the study. All data connected with the project will be retained no longer than is necessary by the WWCSC to complete a secure data transfer to The University of Birmingham so they may use the data for its intended purposes.

Data will also be transferred between The University of Birmingham and Transcript Divas Limited, an external transcription service. Transcript Divas are officially registered Data Controllers, and are registered on the UK Government Data Protection Public Register. Their processes abide by the UK Government's National Cyber Security Standard. Interview recordings and transcripts of those recordings will be encrypted in transit and when stored on Transcript Divas London based server. Recordings and transcripts of recordings will be deleted by Transcript Divas within 60 days after their completion.

Outside of the data sharing requirements described above, we do not share personal data with any other third party without the express permission of the data subject or as permitted by data protection law. Participants are not identified in any report, presentation or publication arising from the data. 

How will your data be stored?

All data will be stored on The University of Birmingham’s OneDrive account. The platform’s security and encryption features comply with the University’s security standards. Interview participants will be referred to by a number, with contact and demographic information stored separately to ensure confidentiality and anonymity. When reporting, either in reports or academic publications, all identifying characteristics will be removed to ensure participants are not able to be identified. Only the University of Birmingham research team will have access to the data.

How long is your data kept for?

As stated earlier, The University of Birmingham and the What Works Centre for Children’s Social Care are joint Data Controllers and Data Processors. As per the data sharing agreement between our two organisations, data kept by the What Works Centre for Children’s Social Care will be stored until March 2024. At this point, The University of Birmingham will become the independent or sole Data Controller and have full responsibility for the data. Data kept by The University of Birmingham will be stored for up to 10 years as per the University’s policy.

Your rights as a data subject

Details about your rights are set out on the website page ‘Data Protection – How the University Uses Your Data’. Where we are using your personal data for research you can only request that your personal data is deleted before data analysis commences. After this point, it becomes impossible to completely remove your data from the larger data.

Our webpage ‘Data Protection – How the University Uses Your Data’ also explains how to ask any questions you may have about how your personal data is used, exercise any of your rights or complain about the way your data is being handled and provides the contact details for the University’s Information Compliance Manager, who will handle any data protection queries or requests.


Are changes made to this webpage?

This privacy notice is effective from 02/09/2021. It is reviewed when necessary and at least annually. Any changes will be published on this webpage.

Exercising your rights, queries and complaints

If you have any questions about any aspect of this privacy notice, you can contact us using the information provided below quoting ‘LGBTQ+ Young People in Social Care’ in the subject or body of the email.

If you have questions related to the project, please contact:

Dr Willem Stander
Research Fellow


If you would like more information on your rights, or would like to exercise any right, or have any queries relating to the University’s processing of your personal data, please contact:

The Information Compliance Manager
Legal Services
The University of Birmingham
B15 2TT


Telephone: +44 (0)121 414 3916

If you wish to make a complaint about how your data is being or has been processed, please contact our Data Protection Officer:

The Data Protection Officer
Legal Services
The University of Birmingham
B15 2TT


Telephone: +44 (0)121 414 3916