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Privacy Notice for DfE Research Journal
This work is being carried out by user researchers at the Department for Education (DfE). We will be conducting research with a sample of schools to understand about the daily life in schools and experiences of planning and buying technology as well as other goods and services. The research will involve visiting the schools with their permission. Capturing observation notes, photos and videos to help illustrate school life and experiences, with the consent of the schools. It will also involve a regular survey where specific individuals in schools will be asked about the tasks they are performing and their experiences of planning and buying technology and other goods and services. The research will also involve face-to-face and remote interviews. For the purpose of data protection legislation, the DfE is the data controller for the personal data processed as part of research.
We will use your contact details to understand who is interested in taking part in the research and invite you to take part. We will write to you to ask you to take part in a short online meeting to give you more information about the research so you can decide if you want to take part or not. We will ask you to complete a consent form telling us what you consent to in terms of handling and using your data. At school visits will we capture notes, photos and videos of the school but only with consent from the schools. This will be used as part of analysis to better understand the day-to-day life of schools and capture their experiences. If you choose and consent to be involved in the research, we will ask you to complete a fortnightly survey which will ask you about how you are, the tasks you are working on and any challenges you are facing.
The personal data will be collected using the Qualtrics survey software. The survey questions will be administered to schools using the DfE licenced survey tool Qualtrics. Responses will only be accessible by the immediate research team. Only anonymised data will be shared if the school consents. The data you submit via Qualtrics surveys is owned and controlled by DfE and will not be accessed unless DfE give permission to do so, for example when a support ticket is raised. IP addresses are required to be turned on for the distribution method used for this study, therefore, DfE and Qualtrics survey software will have access to your IP address. This information will not be shared with any other party and is for study purposes only.
The categories of your personal data that we will be using for this project are:
- your full name,
- your email address,
- job title,
- school details (if applicable),
- accessibility needs (if applicable)
We may also use data from the source Get information about schools to better understand the schools and Trusts in our research. We will use this data to help ensure we have a sample that is representative of all schools and Trusts, and where we do not, we will note any limitations.
In order for our use of your personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation. For the purpose of this project, the relevant condition is:
- Article 6(1)(e) UK GDPR, to perform a public task as part of our function as a department
- Article 6(1)(a) that you have given your consent
Personal data will only be accessible by the immediate research team and only if you consent. Anonymised data will be shared with teams within DfE, organisations or contracted parties that we work with, but only if you consent.
The Department for Education will keep your personal data in the directory for the length of time that we have research projects running that may be relevant to you for the purposes of contacting you to take part in research.
More information about how the DfE handles personal information is published here: https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter
Under the Data Protection Act 2018, you are entitled to ask if we hold information relating to you and ask for a copy, by making a ‘subject access request’. For further information and how to request your data, please use the ‘contact form’ in the Personal Information Charter at https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter under the ‘How to find out what personal information we hold about you’ section.
If you need to contact us regarding any of the above, please do so via the DfE site at: https://www.gov.uk/contact-dfe
Further information about your data protection rights appears on the Information Commissioner’s website at: Individual rights | ICO
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind you can email us on schools.USER-RESEARCH@education.gov.uk to have yourself removed from our directory, or you are unhappy with our use of your personal data, please let us know by contacting https://www.gov.uk/contact-dfe and state the name of this project.
Alternatively, you have the right to raise any concerns with the Information Commissioner’s Office (ICO) via their website at https://ico.org.uk/concerns/
We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time. This version was last updated on 04/12/2023
If you have any questions about how your personal information will be used, please contact us at https://www.gov.uk/contact-dfe or email schools.USER-RESEARCH@education.gov.uk