Privacy Notice
Privacy Notice - Lost Spaces, Untold Stories: The Vanishing World of Experimental Adult education
How the University of Nottingham processes your personal data
The University of Nottingham, University Park, Nottingham, NG7 2RD (0115 951 5151), is committed to protecting your personal data and informing you of your rights in relation to that data.
The University of Nottingham is registered as a Data Controller under the Data Protection Act 2018 (registration No. Z5654762).
One of the University’s responsibilities as a data controller is to be transparent in the processing of your personal data and to tell you about the different ways in which the university collects and uses your personal data. The University will process your personal data in accordance with the UK data protection legislation and this privacy notice is issued in accordance with the UK GDPR
Articles 13 and 14.
The University may update its Privacy Notices at any time. The current version of the University’s Privacy Notices can be found at the link below, and I encourage you to check back here regularly to review any changes.
Privacy - The University of Nottingham
The Data Protection Officer
The University has appointed a Data Protection Officer. They can be contacted at: Data Protection Officer, B16 Lenton Hurst, University of Nottingham, University Park, Nottingham NG7 2RD, emailed at dpo@nottingham.ac.uk and telephoned on (0115) 748 7179.
Ethics and Privacy
Legal basis for collecting personal information:
The legal basis under UK GDPR for collecting personal data such as name, gender, institution or former institution is that of ‘public interest’. GDPR guidance emphasizes the importance of public interest in research and data protection practices. These provisions ensure that data processing can occur in ways that benefit society while still protecting individual rights.
Special Category Data
Article 9 of the GDPR addresses the processing of special categories of personal data. This includes sensitive information such as political opinions and trade union membership. The processing of such data is generally prohibited unless specific conditions are met. These conditions include obtaining explicit consent from the data subject.
Article 9(2)(j) permits the processing of special category data if “processing is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes in accordance with Article 89(1) based on Domestic Law which shall be proportionate to the aim pursued, respect the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject”.
The relevant basis in UK law is set out in the DPA 2018, in Schedule 1 condition 4. This condition requires the researcher to:
- demonstrate that the processing is necessary for archiving, research or statistical purposes - it must be a reasonable and proportionate way of achieving one of these purposes, and the researcher must not have more data than is needed;
- comply with the safeguards and restrictions set out in Article 89(1) of the UK GDPR and section 19 of the DPA 2018 which states that the researcher must have appropriate safeguards in place to protect individuals, and in particular technological and organisational measures to ensure data minimization;
- demonstrate that the processing is in the public interest. The term ‘public interest’ is not defined, but the researcher must point to a benefit to the wider public or society as a whole, rather than to personal interests or the interests of the particular individual.
The specific paragraph of Article 6 is identified as Article 6(1)(e)):
Processing is necessary for the performance of a task carried out in the public interest.
Please note that a Data Protection Impact Assessment (GPIA) form has also been completed.
Data Rights
UK GDPR sets out data rights and the project will respond as follows:
Right to be informed
The researcher Sharon Clancy will issue directly to research participants and publish an information sheet and privacy notice for research participants explaining the purposes of processing this data for research. Any requests for further information will be responded to in writing within one calendar month of receipt.
Right of access / right to data portability
The researcher Sharon Clancy is a data controller for all of the project data, and transcripts of the interviews and any other material gathered from individual participants will be shared with the participants and their consent given both at the start of the interview and also before any material is made public.
Right of rectification
The researcher Sharon Clancy is a data controller for all of the project data and will respect the rights of any participants to change and amend any content which results from interview testimony, photographic materials or video footage. Any requests will be responded to immediately.
Right to erasure
The researcher Sharon Clancy will respond to requests for erasure of data collected directly by herself. This will include redaction of any passages/sections of interviews which the participant requires not to be made public.
Right to restrict processing
If any participant believes there is a problem with the accuracy of the data the researcher holds about research participants, or that the researcher is using data about any research participant inappropriately, they can request that any current analysis is suspended until a resolution is agreed.
Right to object
Research participants have a right to object to the utilisation of their data. The researcher will immediately stop using the data in the way that the participant has objected to.
Rights related to automated decision-making including profiling.
This is not applicable as the researcher is not using automated decision-making or profiling.
Withdrawing consent
Research participants can exercise the right to withdraw at a range of points before the data processing begins, given the archival nature of this project:
1/Once the interview has been transcribed and/or filmed;
2/at the point when the online virtual archive is being developed – in relation to film/photographic material.
3/In relation to the final book being produced and published.
Participants can opt out at any of these points in terms of the use of any material which identifies them being used publicly. They will also have full control over any images, film footage and interview testimony and can choose to redact/withdraw any material, as above. Any requests will be responded to immediately.
Data Retention
Personal data pertaining directly to the interview questions will be retained for a period of 7 years after the completion of the research project. However, it is anticipated that any personal data not directly relevant to the interview will be anonymised immediately after transcription. Raw audio recordings will only be kept for the period pertaining to the creation of the virtual archive and will then be deleted.
This is in line with the University of Nottingham’s Records Retention Schedule. After this period, all personal data will be securely destroyed.
Your Rights as a Data Subject
You have a number of rights under UK GDPR. Further information about these rights and how to invoke them can be found on our website here: https://www.nottingham.ac.uk/utilities/privacy/privacy.aspx
Where Can I Get More Information?
If you have any questions about this privacy notice or how your data is processed, please contact the data protection team: dpo@nottingham.ac.uk
The project will be run in accordance with the UoN Code of Research Conduct and Research Ethics version 10: https://www.nottingham.ac.uk/research/documents/ethics-and-integrity/code-of-research-conduct-and-research-ethics-v10-july-2025.pdf