Privacy notice for Return to campus assessment form

The purpose of the Return to Campus Assessment Form is to assist you and the University to assess the risk of exposure to the Covid-19 virus and discuss the support and adjustments to limit this risk

Why we are asking for this information

The purpose of this form is to assist you and the University to assess the risk of exposure to the Covid-19 virus and discuss the support and adjustments to limit this risk.

The UK government has identified two distinct groups who are more vulnerable to the effects of Covid-19. They are those who are at a higher risk of severe illness with coronavirus and those who are at extremely high risk of severe illness from coronavirus (Shielding group). The purpose of completing this form is so the University can understand whether you belong to one of these groups and therefore may need to support you more in your transition to go back on campus.

If you identify yourself as belonging to one of the at risk groups or highlight to us that you have another factor that will impact your ability to return, your manager (if a member of staff) or someone from student services (if you are a student) will contact you to discuss what support and adjustments may be available. Colleagues from the People team and occupational health may also need to be involved.

We recognise your circumstances may change and indeed guidance is evolving all the time. Please ensure you always follow most recent guidance.

How we will maintain its security

Identifiable data will only be kept for six months. Then it will be deleted. Anonymous statistical information will be kept for longer. All information will be stored on secure University systems and will have restricted role based permissions for access.

Personal data

The personal data this form will ask you to provide is your name.

Special categories of personal data

The form captures health data by asking whether you belong to one of the two risk groups identified. You should not feel obliged to discuss or highlight any specific health condition. The purpose of the questions are to ascertain your risk grouping, not to ascertain your specific medical state.

The University does not ask for any other special category of personal data in the completion of the form, however we may hold this information if you choose to provide it to us directly, for example so we can make appropriate adjustments for a disability.

Data controller

The University of Dundee will be the data controller for the information you provide. Data will be processed using the University’s core business system Microsoft Office 365.

Legal basis for processing

The lawful grounds for processing the personal data within this form are:

• processing is necessary for compliance with a legal obligation to which the controller is subject;
• processing is necessary in order to protect the vital interests of the data subject or of another natural person;
• processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;

The lawful grounds for processing special categories of personal data within this form are:

• processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of employment and social security and social protection law in so far as it is authorised by Union or Member State law or a collective agreement pursuant to Member State law providing for appropriate safeguards for the fundamental rights and the interests of the data subject;
• processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional and subject to the conditions and safeguards referred to in paragraph 3 [referring to Article 9 paragraph 3 of the GDPR];
• processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of Union or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject, in particular professional secrecy; 

Your rights

The University respects your rights and preferences in relation to you. If you wish to update, access, erase, limit the use of your information or if you wish to complain about the University’s use of your information please contact the University’s Data Protection Officer in the first instance by emailing [email protected]. You may also wish to contact the Information Commissioner’s Office.