Privacy Notices - Supporting Early Minds

There are two privacy notices

For individuals working in 0-5 services
For researchers

Privacy Notice for Individuals working in 0-5 services

The Supporting Early Minds Research Network brings together 0-5 services in England with academic researchers. Working together, we enable high quality mental health research that meets the diverse needs of infants, toddlers and preschoolers and their families.

This privacy notice explains how we use the personal data we collect from you when you join the Network, contact us via email/telephone, or give us your contact details for another reason such as wanting to receive communications about the Network or attending an event. The Supporting Early Minds Research Network is a project of the University of Oxford, and we adhere to the policies and procedures of the University of Oxford.

What data do we collect?

We may collect the following data:

Personal identification information such as:
- Your name, your organisational email address, your role.
Research activity data including:
- Name of research activity or project
Number and type of participants recruited
- Consent for the organisation’s name to be used in connection with Network activities

Data collected for the purposes of any research activities, your 0-5 services engages with, will not be collected directly by the Supporting Early Minds Research Network other than the research activity data listed above. Any data shared as part of or as a result from research activity is the responsibility of the team conducting the research, and the Supporting Early Minds Research Network holds no liability for this.

How do we collect your data?

Your data may be collected by us in the following ways; via:

Our signup form or a personal conversation at an event
A personal communication to the Network e.g. an email or telephone call
Our Expressions of Interest form, either found on our website or used at conferences and events
Our Supporting Early Minds Network Forms
Signing up to attend one of our events
Our optional Annual 0-5 Services Survey
Middle, and End of Research Activity reports completed by researchers (providing 0-5 service or organisation name and post code, number and type of participants of Network member 0-5 services participating in their research)

How will we use your data?

We may use your data to get in touch with you via email, telephone or videoconferencing:

About joining the Network
During the Network signup process
To confirm your Network membership, provide your Welcome Pack
To provide you with updates about Network activities and share opportunities via our termly e-newsletter and emails
To provide membership support including:
- checking your continued consent to membership and contact
- communicating with you about opportunities you wish to share with the wider Network
- sharing amendments to Network policies.
To help facilitate research you are undertaking
To request feedback about the Network through our optional Annual 0-5 Services Survey

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

Third party processors are required to take appropriate security measures to protect your data in line with our policies. We do not allow them to use your data for their own purposes. We permit them to process your data only for specified purposes and in accordance with our instructions. Third party processors include Microsoft Forms, Microsoft Outlook and Nexus 365 OneDriveforBusiness. Microsoft Forms are used to collect information, Nexus 365 OneDriveforBusiness is used to store that information and Microsoft Outlook for creation and management of mailing lists.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

How will we keep your data safe?

All the information we collect will be kept secure and in confidence, and access to information that could identify individuals or 0-5 services will be on a need-to-know basis.

Responses to the Expression of Interest form will be collected through Microsoft Forms or by email / telephone, and will be stored on a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness). Where an interest is expressed in an individual joining the Network, the data will be transferred to another restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness).

Any data or findings from the Supporting Early Minds Research Network activities that is published will not identify individuals or 0-5 services.

Your data will only be accessible to the Network team. We will only share your data with a
third party if you have consented e.g. an email request to share details with another 0-5 service or a researcher.

What is our lawful basis for processing your data?

Your consent is the lawful basis for processing your data as outlined in the Privacy Notice. We request your consent to opt-in to being contacted by the Network when you complete an Expression of Interest to join the Network. You have the right to withdraw your consent at any point and relinquish your membership to the Network. We will maintain a record of your removal of consent in a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness) for 48 months.

How long will we store your data?

We will store identifiable member 0-5 service information for 12 months after the conclusion of the network. With permission, photographs may be maintained for use on legacy websites, future network/research activities, etc.  Non-identifiable member 0-5 service information (i.e. 0-5 service characteristics, engagement with research activities) will be retained for three years after the final publication or public release after the conclusion of the network. If you do not wish to be contacted by us, we will permanently delete your personal data from our database. If we try to contact you by email and receive a Non-Delivery Report or Automatic Reply as you have moved jobs or email address, and the Automatic Reply contains new contact details, we will get in touch to confirm you are happy for your new contact details to be used for the purposes of the Network.

At any time, you have the right to ask us what data we have, how we use it and, if you wish, to withdraw consent and have it permanently deleted from our databases by emailing supportingearlyminds@spi.ox.ac.uk

Who is responsible for keeping your data safe?

The Supporting Early Minds Research Network team will be the day-to-day handlers of your data. They are based in the Departments of Experimental Psychology and Social Policy and Intervention at the University of Oxford. If you have any questions about how your data is being collected, processed, or stored in the first instance please contact the team on supportingearlyminds@spi.ox.ac.uk

The University of Oxford is the data controller with respect to data we collect a part of Network activities. Further information about your rights with respect to your personal data, and contact details should the Supporting Early Minds team not be able to help, is available from the University’s Information Compliance website at https://compliance.admin.ox.ac.uk/individual-rights or by emailing data.protection@admin.ox.ac.uk.

Privacy policies on other websites and for advertised research activities

Our website contains links to other websites and information regarding research activities you may wish to engage in. Our privacy policy applies only to our website, email/telephone communications, event registration systems, and newsletters.

This Privacy Notice was created on 9 December 2024 and will be reviewed once every 48 months.

Privacy Notice for Researchers

What data do we collect?

We may collect the following data:

Personal identification information such as:
- Name, email address, role and University name and Department of the Research Activity Lead applying to partner with the network
- Where applicable, if the Research Activity is a student project, what degree programme it is for and the name of the student
- Name and role of collaborating organisations or partners

Any data you collect through a research activity you have recruited for using the Supporting Early Minds Research Network, other than the research activity data listed above, is your responsibility, and the Supporting Early Minds Research Network holds no liability for this.

How do we collect your data?

Your data may be collected by us in the following ways; via:

Our Application form for Researchers
A personal communication to the Network e.g. an email or telephone call
A Research Activity Partnership Agreement
Our Middle and End of Research Activity Report for Researchers

How will we use your data?

We may use your data to get in touch with you via email, telephone or videoconferencing:

About partnering with the Network
During the Network partnership process
To confirm your partnering with the Network, provide you with the Network logo for your advertisement
To agree your Research Activity advertisement for the Network newsletter and website
To provide partnership support including sharing amendments to Network policies.
To request information about which Network 0-5 services have engaged with your research in our Middle of Research Activity Report for Researchers
To request feedback about outcomes of the research, any reflections on benefits for 0-5 services and what you have shared with 0-5 services through our End of Research Activity Report for Researchers

Who has access to your data?

Access to your data within the University will be provided to those who need to view it as part of their work in carrying out the purposes described above.

Where we share your data with a third party, we will seek to share the minimum amount necessary.

How will we keep your data safe?

All the information we collect will be kept secure and in confidence, and access to information that could identify individuals or 0-5 services will be on a need-to-know basis.

The Supporting Early Minds Research Network Application form for Researchers and Supporting Early Minds Research Network Research Activity Partnership Agreement will be collected and stored on a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness).

Any data or findings from the Supporting Early Minds Research Network activities that is published will not identify individuals or 0-5 services.

Your data will only be accessible to the Network team. We will only share your data with a third party where you have provided us information and agreement (i.e. in a Research Activity advertisement to be put in our newsletter or on our website).

What is our lawful basis for processing your data?

Legitimate interest is the lawful basis for processing your data as outlined in the Privacy Notice. Processing this data is in the researcher’s interest as it facilitates the engagement of researchers with member 0-5 services and aids in the completion of the research with minimal risk. The processing of the data also benefits 0-5 services as they get the experience of taking part in research and receive benefits from the research and the Network. We request confirmation from the Research Activity Lead that they agree to the terms and conditions of the Supporting Early Minds Research Network (as set out in our Information Sheet) in the Research Activity Partnership Agreement. If team members change, identifiable information can be updated in the Supporting Early Minds Research Network records, however the original application form record will not be editable. The Research team has the right to remove their research activity from future involvement in the Supporting Early Minds Research Network; however, the record of the research activity (with no individual researcher names or contact information) will be retained in a file on the University of Oxford provided storage system Nexus 365 OneDriveforBusiness. We will also maintain a record of the removal of the partnership of your research activity with the Supporting Early Minds Research Network in a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness) for the length of the project. Note that it may not be possible to remove any previous advertisements about the research activity from published newsletters that are already in the public domain.

How long will we store your data?

We will store identifiable researcher information for 12 months after the end of the research activity data collection. At this stage, identifiable information will be deleted from our record for the research activity on Nexus 365 OneDriveforBusiness. Research activity data (with no individual researcher names or contact information) will be retained in a restricted access folder on a University of Oxford provided storage system (Nexus 365 OneDriveforBusiness) for three years after the final publication or public release after the conclusion of the network. At any time, you have the right to ask us what data we have, how we use it and, if you wish, to have identifiable information permanently deleted from our contact records on our databases by emailing supportingearlyminds@spi.ox.ac.uk

Who is responsible for keeping your data safe?

Privacy policies on other websites and for advertised research activities

Our website contains links to other websites and information regarding research activities. Our privacy policy applies only to our website, email/telephone communications, and newsletters.
This Privacy Notice was created on 9 December 2024 and will be reviewed once every 48 months.