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Privacy & consent

This privacy notice explains how we use information when you visit this website and (if you choose) sign up for the university research project Holding Differently, Containing Distress, working with the residential care sector in Scotland.

You do not need to register to use this website. You can browse information and contact the team without creating an account. We only collect sign-up information if you choose to receive project updates and/or take part in research questionnaires.

Who we are

  • Data controller: [University name]
  • Project team contact: [project-email]
  • Postal address: [School/Department, University address]
  • Data Protection Officer (DPO): [dpo-email] (or [link])

We handle personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What we collect

1) When you browse the website (no registration)

You can browse this site without registering. Like most websites, our servers may generate basic technical logs to keep the site secure and working properly (for example, page requests, timestamps, and limited device/browser information).

We do not aim to identify you from general browsing.

2) When you contact us

If you email or message us, we will receive the information you send (such as your email address and the contents of your message) so that we can respond.

3) If you choose to sign up (updates and/or questionnaires)

If you sign up via “Get involved”, we collect:

  • Email address
  • Background / area of interest (e.g., interested professional / working in RCC / lived experience, and what you are interested in)
  • Your choice of:
    • receiving project updates,
    • taking part in research questionnaires,
    • or both.

If you opt in to questionnaires, we create a randomised participant ID so responses can be linked without using your email address within the research dataset.

Where your information is stored

  • Sign-up details (updates and/or participation record): stored on an internal university server.
  • Questionnaire responses: collected and stored in Qualtrics and linked using your randomised participant ID.

International transfers: depending on the university’s Qualtrics configuration, some processing/storage may occur outside the UK. Where this applies, appropriate safeguards are used. You can request details by contacting [project-email].

How we use your information

  • To respond to enquiries you send us
  • To send project updates if you opt in (you can unsubscribe at any time)
  • To manage research participation if you opt in (invite you to questionnaires and manage your participation)
  • To carry out the research (analyse questionnaire findings and publish anonymised/aggregated results)
  • To keep systems secure and prevent misuse

Pseudonymisation (randomised participant ID)

Questionnaire responses are linked using a randomised participant ID. This means questionnaire data is pseudonymised and does not normally include your email address.

The information that could link an ID back to you (your email and sign-up record) is stored separately on the university server and is accessible only to authorised members of the project team for study administration.

Legal basis

Under UK GDPR, we must have a lawful basis to use personal data. For this project we typically rely on:

  • Consent – for sending optional project updates (unsubscribe at any time)
  • Consent – for research participation (completing questionnaires; you can withdraw)
  • Legitimate interests – for essential website security/administration (balanced against your rights)
  • Public task – may also apply for university research carried out in the public interest (where applicable)

If you include sensitive information in free-text questionnaire responses, it will be handled with additional safeguards appropriate for research.

Your choices: unsubscribe, withdraw, access and deletion

Unsubscribing from updates

If you opted in to updates, you can unsubscribe at any time using the link in our emails or by contacting [project-email].

Withdrawing from research questionnaires

If you opted in to research participation, you can withdraw at any time by contacting [project-email]. We will stop inviting you to questionnaires and stop collecting new data from you.

Because questionnaire data may already have been anonymised or included in analysis outputs, it may not always be possible to remove responses already submitted. We will explain clearly what we can and cannot remove.

How long we keep your data

  • Enquiries: kept as long as needed to respond and handle any follow-up, then deleted in line with university retention practices.
  • Updates subscription: kept until you unsubscribe, or until project communications end.
  • Sign-up/participation record: kept for the duration of the project and then deleted/anonymised within [e.g., 6–12 months] after project end or withdrawal (except where a minimal record must be retained for research governance).
  • Research questionnaire data: retained in line with university research governance and funder requirements for [X years], typically in pseudonymised/anonymised form.

If you request deletion, we will explain what can be deleted immediately and what must be retained for research integrity/governance.

Your rights

You have rights under data protection law, including the right to access your data, correct inaccuracies, and (in some circumstances) request erasure, restriction, objection, and portability.

To exercise your rights, contact the university DPO at [dpo-email] or the project team at [project-email]. Research-specific exemptions may apply in some cases, but we will always respond and explain the outcome.

Complaints

If you have concerns, please contact the project team or the university DPO first so we can try to resolve them.

You also have the right to complain to the Information Commissioner’s Office (ICO).

Cookies

This site may use essential cookies to keep it working (for example, for basic security). We will only use non-essential cookies (such as analytics) if you are given a clear choice and you agree. [Link to Cookie Policy if applicable.]

Changes to this notice

We may update this privacy notice to reflect changes to the project or legal requirements. Significant changes will be highlighted on this page.
Last updated: 08 February 2026