We are committed to protecting the privacy and security of your personal information. This notice explains how your data is collected and used as part of the OxWell Student Survey, in accordance with the General Data Protection Regulation (GDPR) and associated data protection legislation.

Data Controller 

The University of Oxford is the “data controller” for the information you provide. This means the University is responsible for deciding how your data is used and for protecting it under GDPR.

Data Protection Officer 

The University’s Data Protection Officer can be contacted at:
Email: data.protection@admin.ox.ac.uk

Access to your Data

Access to your data is strictly limited to authorized individuals involved in the OxWell Student Survey. Anonymised data may also be accessed through a secure data platform designed to support research and analysis.

The OxWell Data Platform

• Anonymised and aggregated data from the survey will be made available to approved researchers and organizations through a secure platform (OxHub).
• OxHub is designed to enable detailed analysis while maintaining strict privacy controls, ensuring individual responses cannot be identified.
• Schools will be able to access their own individual school-level data, however, individual responses will remain anonymous
• Researchers or organisations wishing to access data must submit a formal request and provide a clear rationale for their intended use.

Data Sharing Agreements (DSAs)

• Where data is shared with third parties (e.g., educational trusts, researchers, local authorities or other organisations), formal Data Sharing Agreements (DSAs) will be in place.
• DSAs ensure that any shared data is used responsibly, securely, and in accordance with GDPR and ethical guidelines.
• Personal identifiers (e.g., names, addresses) are not collected as part of the survey

Where we Store your Data

Your data is stored securely on password-protected servers at the University of Oxford.

Retaining your Data

Data collected as part of the OxWell Student Survey will be securely stored for a period of 20 years. This retention period supports ongoing research and analysis. After this time, data will either be archived or securely deleted in line with University policy and data protection legislation.

Your Rights 

As no individual identifiers are collected, it is not possible to modify or remove your individual responses, as these cannot be tracked back to you.

For a detailed explanation of your rights under GDPR, please visit: https://compliance.admin.ox.ac.uk/individual-rights

To exercise your rights or raise concerns related to the OxWell Student Survey, please contact:
Email: oxwell@psych.ox.ac.uk

CONTACT FOR STUDY QUERIES

If you have any questions or concerns about this study or how your data is being handled, please contact:
OxWell Study Team,

University Department of Psychiatry, Warneford Hospital Site, Oxford OX3 7JX

Email: oxwell@psych.ox.ac.uk
Phone: 01865 613191