Our contact details

Name: London School of Hygiene and Tropical Medicine (LSHTM) 

Address: London School of Hygiene and Tropical Medicine, Keppel Street, London, WC1E 7HT 

LSHTM website: www.lshtm.ac.uk 

Report and Support website: www.reportandsupport.lshtm.ac.uk 

Email address for any concerns related to this Privacy Notice: dpo@lshtm.ac.uk 

Date Privacy Notice completed: 13/03/2024 
The type of personal information we collect

We currently collect and process the following information: 

If you choose to report with contact details
  • Your name 
  • Your email address 
  • Gender 
  • Age 
  • Special category personal data if you choose to disclose it (e.g. ethnicity, sexual orientation, health and disability data) 
  • Details related to the incident being reported 
If you choose to submit an anonymous report
  • Any personal data disclosed within the report- you can find a list of what constitutes personal data on the Information Commissioner’s Office website. 
  • Gender 
  • Age 
  • Special category personal data if you choose to disclose it (e.g. ethnicity, sexual orientation, health and disability data) 
  • Details related to the incident being reported 
Please note; any disclosures related to an individual’s criminal or past convictions will be removed before the report is processed. 

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons: 
  • You have completed a report with contact details, which has included personal information 
  • You have completed an anonymous report and have disclosed personal information in the free text box when disclosing your report 
We also receive personal information indirectly, from the following sources in the following scenarios: 
  • If you have been named in a report, we may capture personal information related to you, even though you did not disclose it to us directly 
We use the information that you have given us in order to: 
  • Act on reports if follow up action has been requested (e.g. formal disciplinary procedures) 
  • If requested, connect the responding party with support resources, which may include internal resources, such as counselling services, Bullying and Harassment Advisors, SRC or HR 
  • Monitor the frequency of different types of incidents and develop appropriate policies and interventions to minimise these types of incidents occurring in the future 
  • Engage emergency procedures, as per the Duty of Care Guidance, if a safeguarding risk has been disclosed- including if anyone appears to be in imminent danger.
Report and Support System Administrators (from the EDI or Legal Team, within LSHTM) may share this information with: 
  • A member of LSHTM staff assigned as an ‘Advisor’ if a case is assigned to them 
  • The relevant departments involved in the administration of formal or informal HR or Student Support/Registry processes under existing LSHTM policies and procedures (for example and not exclusive to: bullying and harassment, student cause for concern or grievance procedures) 
  • The reported party, and any other witnesses named (if applicable), if non-conflict based resolution or disciplinary action arises as a result of a report 
  • Law enforcement if a safeguarding risk or imminent danger to the reporting party, reported party or any other individual has been disclosed  
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are: 
  • Your consent- This is given when you submit a report. You can remove your consent at any time. You can do this by contacting dpo@lshtm.ac.uk 
  • We have a legitimate interest- Details disclosed in your report may be used to understand trends of behaviours or incidents. This data may be used to develop policies, procedures or interventions. 
How we store your personal information

Your information is securely stored in Culture Shift’s servers through the Report and Support system. Personal data will be held for up to six years after the report is made, after which time it will either be deleted or personal data redacted.

Any data that is downloaded is then stored securely within the EDI and Legal and Compliance Teams and can only be viewed by members of the EDI and Legal and Compliance Teams. However, if formal or informal HR, Support Services/Registry processes are started as a result of a report submitted through Report and Support, staff from those teams will gain access to the details of the report on a need-to-know basis. 

Your data protection rights

Under data protection law, you have rights including: 
  • Your right of access - You have the right to ask us for copies of your personal information. 
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. 
  • Your right to erasure - You have the right to ask us to erase your personal information if you withdraw your report and so there is no need to continue processing your data or if you have objected to your data being processed through legitimate interests and there are no overriding legitimate interests to continue processing your data. 
  • Your right to restriction of processing - You have the right to ask us to restrict the processing if you are considering withdrawing your report or want to check the accuracy of your data before your report can continue. 
  • Your right to object to processing - You have the right to object to the processing of your personal information if your personal data is being processed through legitimate interests. 
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us at dpo@lshtm.ac.uk or DPO, London School of Hygiene and Tropical Medicine, Keppel Street, London, WC1E 7HT if you wish to make a request. 

 How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@lshtm.ac.uk 

You can also complain to the ICO if you are unhappy with how we have used your data. In communications with the ICO, you can refer to LSHTM’s Data Controller ID: Z7513362 

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF 

Helpline number: 0303 123 1113 

ICO website: https://www.ico.org.uk 

There are two ways you can tell us what happened