Data Protection - Frequently Asked Questions

Why is this data collected?

Under the Irish Human Rights and Equality Act 2014 and Public Sector Equality and Human Rights Duty, all public higher education institutions must undertake equality assessment and monitoring. This is in addition to having policies and plans to promote equality, prevent discrimination and protect the human rights of staff, students and the wider public that are served by the work of the higher education institution.

The collection of EDI data has become an increasing priority within the higher education sector. Higher Education Authority (HEA) requires that third-level institutions provide annual statistics on specific diversity characteristics of their employees (gender, ethnicity). 

UCC is one of many institutions that have launched this type of tool in recent years.

Additionally, collecting diversity data will enable the University to identify and address the equality, diversity, and inclusion needs of its staff and colleagues in a meaningful and effective manner. 

Read more about EDI Data Collection and Monitoring.

What data is being collected?

Currently, you can provide and/or update the following diversity information which is located under the diversity page of ESS:

• Legal or/and birth Sex (e.g. Female, Male, Unknown)
• Gender (e.g., Woman, Man, Non-Binary, Another Option Not Listed, etc.)
• Date of Birth (DD/MM/YYYY)
• Sexual Orientation (e.g., Bisexual, Gay Man, Gay Woman/Lesbian, Heterosexual/Straight, etc.)
• Ethnic or Cultural Background (e.g., Arab, Arab Irish, Black, Black Irish, Chinese, White Irish, etc.)
• Nationality (e.g., American, British, Chinese, French, Irish, Polish, etc.)
• Religion or Belief System (e.g., Agnosticism, Atheism, Buddhism, Church of Ireland, Roman Catholic, etc.)
• Current Civil Status (e.g., Civil Partnership, Co-habiting, Married, etc.)
• Caring and/or Dependency Responsibilities (e.g., Caring for a Disabled Person, Dependent Children, Eldercare, etc.)
• Disability or Neurodivergence Status (e.g. Yes, No, Prefer Not To Say)
• Categories of Disability and/or Chronic Condition (e.g., Blindness or Vision Impairment, Difficulty with Basic Physical Activity, Difficulty with Pain or Breathing, Psychological or Emotional Condition, etc.) 

All the above information is required for anonymised diversity reporting, monitoring and analysis.

Visit Diversity Data Categories for more details such as definitions and sources.

Who has access to this data/information?

There are strict laws in place to ensure the University protects your details and handles them responsibly.  Only selected members of the ESS Diversity Tool Project Team will have access to the data.

The Team comprises:

• UCC Equality, Diversity and Inclusion Data Analyst (for anonymised data access, analysis and report writing)
• UCC Equality, Diversity and Inclusion Director (for general oversight).
• UCC HR Information System Team (manager and three staff members for system administration and assisting with the system-related data queries only).

Your line manager or People and Culture Office personnel (except the HRIS team, who will provide technical support only) will not have access to the data you provide using the ESS Diversity Tool.

How is my data going to be used?

• Anonymised statistical data will be provided to University bodies such as the University Leadership Team on as-needed basis, and will be published in the EDI Annual Report. For example: number and percentage of staff in various ethnic groups or number and percentage of staff with disabilities. 
• Government bodies/agencies such as the Department of Further and Higher Education, Research, Innovation and Science (DFHERIS), and the Higher Education Authority (HEA), who exercise a legal obligation to review specific types of EDI data, will be provided with selected and aggregated data in line with institutional reporting requirements. For example, HEA requires statistics of staff ethnic background and sex/gender.
• UCC submits an annual report to the National Disability Authority (NDA), detailing the percentage of staff members who have disclosed a disability and providing information on the support services we offer to staff members with disabilities.  In Ireland, since the late 1970s, there has been an official target for 3% of the staff of public bodies to be people with disabilities. Under the Comprehensive Strategy for People with Disabilities (2015 – 2024), the Government has committed to increasing the public service employment target for persons with disabilities on an incremental basis from a minimum of 3% to a minimum of 6% by 2024.
• Provided there is enough data provided per College or School/Unit, aggregated and anonymised statistical reports can be prepared to aid in, for example, Athena Swan accreditation. UCC has subscribed to the Athena Swan - the Gender Equality Charter since 2014, and providing diversity data of its staff and students, including anonymised information on e.g. gender, ethnicity, is required for the certification. 

Under no circumstances will individual data, or data that could identify a person, be used in any report.

How is this data/information stored?

Your data will be handled with the utmost confidentiality.  All the information disclosed by staff is stored in line with all the relevant Data Protection legislation and UCC Data Protection Policies and can only be accessed by yourself or the ESS Diversity Tool Project Team as outlined above.

The EDI Unit will retain anonymised statistical data (in the form of e.g. reports) for as long as necessary to fulfil the legal purposes for which it has been collected.

How long is my diversity data going to be retained by the University? 

Just like all other employee data collected via PeopleXD/Core HR platform, to conduct the usual business, the University will store your diversity data in line with the usual records retention policies – i.e. until the expiration or cessation of your contract and then as long as needed to process the data for operational reasons (e.g. pension). Read more about UCC Records Management and Schedules, and Records Management Policy.

How is my data protected?

The University takes the security and integrity of all the personal data it holds very seriously.  To ensure that confidentiality is not undermined inadvertently, the University anonymises all data and never reports on small numbers where individuals could be identified (even for Freedom of Information requests).

The University is bound to comply with HEA reporting requirements, including monitoring of staff by race and ethnicity. All information submitted to the HEA is used in compliance with all Data Protection legislation.

 If you have any concerns regarding how your personal data is being processed, please contact the EDI Unit at ediunit@ucc.ie as your first point of contact.  You also have a right to report any concerns you have in relation to the processing of your personal data by the EDI Unit to gdpr@ucc.ie, or infocompliance@ucc.ie

Do I have to use the ESS Diversity Tool?

No. Your participation is voluntary. You can fill in only one or all the data fields, or none. You can also log into your Employee Self-Service profile anytime and update or remove the information you provided.

Are there any negative consequences predicted?

No. We do not anticipate any negative consequences from completing the ESS Diversity Tool. You can contact ediunit@ucc.ie anytime if you have questions or concerns about the tool or your data.