Original Issue: 01/03/2023 Revision Date: 01/03/2025
Why do you need my information?
We use your personal information in connection with the provision of:
- Providing you with body donation information at your request
- Maintaining/updating your record on the University body donor database
- Maintaining records that enable traceability to ensure a robust audit trail
- Producing statistics for reporting purposes, i.e. number of enquiries per month.
Who will own my data once I submit it?
The University of Liverpool is the “data controller” responsible for looking after and processing the data we collect via the body donation consent form. While using our service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personal data may include, but is not limited to:
- Name(s), address, telephone number, email address
- date of birth
- relevant medical history
- religion
- witness name and address
- next of kin/executor name and contact details.
We will process this data to administer your donation request as part of our responsibility to provide teaching, learning and research facilities, and as part of our Anatomy Licence from the Human Tissue Authority (HTA).
Who will my information be shared with?
- Your data may be shared if you move out of our catchment area. On your request and with your permission, we are able to forward your completed bequest form to another institution if you move. This may negate the need for you to complete another bequest form.
- Should we be unable to process your donation offer at the time of death, a referral may be made to another medical school at the request of your next of kin or executor.
- Your data may be shared with the Human Tissue Authority (HTA) during an inspection. Regulators need to collect information from and about the businesses they regulate in order to fulfil their statutory obligations.
How long will you keep this data for and why?
Outside of specific exemptions under the legislation, your personal data will only be retained for as long as is necessary. All records are destroyed confidentially once their retention period has been met and the University has made the decision that the records are no longer required.
- The name and address of potential donors (who have requested a donation pack) who do not return bequest forms will be kept for two years for statistical purposes unless an individual requests to be removed from our records.
- Details of individuals returning completed bequest forms will be kept until we are informed that the individual has passed away or the individual requests to be removed from our records. Details of accepted donors will be kept indefinitely for auditing purposes.
- Some details of declined donations will be kept indefinitely for statistical purposes.
Please see the University’s retention schedule for more information on the management of records:
How will my information be stored?
The data will be stored on a secure database on the University’s servers and will not be shared with any other organisation unless we are required to do so by law or at your request e.g. sending your consent form to another medical school because you have moved into another catchment area. We will keep this data in accordance with the directives of the General Data Protection Regulations (GDPR).
The University values the personal information entrusted to us and we make sure that we abide by the law when we process it. We also:
- Make sure that only those people who have a need to do so process personal data;and
- Train our staff in how to handle personal information, maintain proper oversight of our information assets and respond appropriately if information is not used or protected properly.
What rights do I have when it comes to my data?
Under the UK General Data Protection Regulation, you may have the following rights with regards to your personal data:
- The Right to subject access – you have the right to see a copy of the personal data that the University holds about you and find out what it is used for.
- The Right to rectification – you have the right to ask the University to correct or remove any inaccurate data that we hold about you.
- The Right to erasure (right to be forgotten) you have the right to ask the University to remove data that we hold about you.
- The Right to restriction – you have the right to ask for your information to be restricted (locked down) on University systems.
- The Right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
- The Right to object – you have the right to ask the University to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
- The Right to prevent automated decision making – you have the right to ask the University to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).
Dan Howarth, Data Protection Officer
- Email: legal@liverpool.ac.uk
- Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the University’s Data Protection Team by writing to:
- Dan Howarth, Data Protection Officer
- By email: legal@liverpool.ac.uk
- Post: Legal & Governance, University of Liverpool, Foundation Building, 765 Brownlow Hill, Liverpool L69 7ZX
You also have the right to complain to the Information Commissioner’s Office using the following details:
- The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
- Telephone: 08456 30 60 60 or 01625 54 57 45
- Website: www.ico.org.uk
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