Evaluation of the Showing We Care About You (SWCAY) programme

Developing a logic model: Privacy notice for interviews

In line with the UK General Data Protection Regulation (UK GDPR), this privacy notice explains how your personal data will be processed, used, and protected during your participation in this research. This research is being conducted by the Institute for Employment Studies (IES) on behalf of Guy’s and St Thomas’ NHS Foundation Trust (GSTT) and Guy’s and St Thomas’ Charity (GSTC).

What is the purpose of this research?

The Institute for Employment Studies (IES) has been commissioned to evaluate the Charity-funded components of the Showing We Care About You (“SWCAY”) staff benefits programme. This evaluation will examine the programme’s effectiveness and generate robust evidence on its outcomes and impact. The findings will support GSTT and GSTC in making informed decisions regarding future Charity grant applications, in commissioning health and wellbeing interventions, and sharing best practice across the NHS, the UK Plc and internationally.

What is the legal basis for processing my data?

GSTT is the data controller for this project; this means they are responsible for deciding the purpose and legal basis for processing data. For this evaluation, the legal basis for processing data is ‘legitimate interest’, Article 6(1)(f) of the General Data Protection Regulation where ‘processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of the personal data’.

GSTT have carried out a legitimate interest assessment, which concludes that we have a legitimate interest in processing the personal data to conduct the evaluation, the processing identified is necessary in order to meet this purpose, and there are minimal impacts of the processing on the individuals involved (which we will take steps to ensure).

Who will have access to my personal data?

GSTT has provided IES with your name and some job-related information (job role and general responsibilities) with the sole purpose of prioritising your involvement in this initial scoping research. Invitations to attend scoping interviews will be sent internally by the Staff Health & Wellbeing Programme Manager, and all interviews will take place via Microsoft Teams. IES research team members will only have access to your raw interview responses collected during the interviews.

If you agree to take part in an interview, we will collect:

■   Your verbal responses during the interview: These will include: your experience and knowledge of the SWCAY programme and context; your involvement in resourcing or providing activities for the SWCAY programme; and your understanding of the outcomes and impacts from these activities and how these are monitored.

■   Basic work information: Such as your role and responsibilities outside the development and delivery of SWCAY.

Please note that:

■   Individuals will not be named, nor will any information be included that could reveal their identity.

■   Your anonymous interview notes will be combined with those of other participants and analysed thematically to identify common themes, insights, and patterns.

■   Interview data will be anonymised before analysis and reporting.

■   All data will be stored securely on IES's password-protected systems, in compliance with data protection regulations.

How long will my data be kept?

The personal data we may have used to contact you, as well as the audio files from interview recordings, will be securely deleted from the IES systems. Deletion will take place three months after the project is complete and the final report has been signed off (the project is currently estimated to end in August 2027). IES will retain aggregated and anonymous research outputs and reporting on their secure servers.

Who can I contact if I would like to withdraw my data?

Participation in this research is expected (unless otherwise agreed with an individual’s line manager), but you can provide as much or as little information as you would like. You have the right to withdraw the information you have provided as part of the interviews up to two weeks after participating. After this point, interview data will be anonymised and aggregated; therefore, it will not be possible to withdraw your data. If you have taken part in an interview but would like to withdraw your information, please contact Claudia Plowden Roberts (claudia.plowdenroberts@employment-studies.co.uk), IES fieldwork lead, who will be able to pick up queries about data processing.

What are my rights?            

Under UK GDPR, you have rights as an individual, even after you have given the information and consented to its use for research purposes. You have the right:

■   to ask us for access to information about you that we hold

■   to have your personal data rectified, if it is inaccurate or incomplete

■   to request the deletion or removal of personal data where there is no compelling reason for its continued processing

■   to restrict our processing of your personal data (i.e. permitting its storage but no further processing)

■   to object to processing for the purposes of scientific/historical research and statistics

■   to not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

You can read more about the rights granted to you under UK GDPR here: https://ico.org.uk/for-organisations/uk-gdpr-guidance-and-resources/individual-rights/

Who can I contact with a query about how my data will be used?

If you have any questions about how your data will be used, please contact:

Guy’s and St Thomas’ OHSWB Data Controller, Dr Ali Hashtroudi  aliasad.hashtroudi@nhs.net

You can contact the IES Project Manager, Dr Sally Wilson, with any questions about the research at sally.wilson@employment-studies.co.uk

Who can I contact with a complaint?

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent authority for upholding information rights: www.ico.org.uk