Citizens Panel Privacy Notice
Who we are
Teignbridge District Council is registered with the Information Commissioner’s Office (ICO) as a ‘data controller’ under the Data Protection Act, entry Z5463710. We are a public authority and have a nominated Data Protection Officer who can be contacted on firstname.lastname@example.org.
We need to collect your personal information for the purposes of delivering the Citizens Panel which is used to collect views on topics and services.
What information do we collect about you?
As part of being a member of the Citizens Panel, we require certain personal information from you so we can contact you to send the survey, organise the Citizens Panel workshops and give any updates regarding a panel refresh.
We would also wish to obtain sensitive personal information which we collect only with your consent such as your ethnicity, religion or disability details to enable us to ensure these groups of individuals are represented. The data we collect is listed below:
- Telephone number
- Email address (to contact you only as required in relation to your Panel membership and to send Citizens Panel Surveys)
- Family and household status
We collect telephone numbers and email addresses so that we can contact you only for the purpose of the Citizens Panel.
The information you provide in response to our surveys will not be linked to your personal information in anyway and will be anonymous.
Where we get your information from
We collect your personal information when you register to join the Citizen Panel and when you take part in any panel research, consultation and engagement activities:
- electronically through an online survey form
- electronically if you contact us from an email address
- face to face interview with an interviewer using a paper or electronic survey
How your information will be used
Any personal information which you provide will be held and used by Teignbridge District Council for the purposes of research, consultation and engagement as part of our public duties to consult with our local population to monitor and improve our services.
Lawful basis for processing data
The council can collect personal and special categories of information to carry out tasks that they are under a statutory obligation to provide. Most personal information is processed in order to comply with a legal obligation and/or because they are necessary for the performance of a public task in the public interest.
This information is being gathered and will be processed on the basis that you are giving consent, and explicit consent for special category data. If you wish to withdraw this consent, you can do so by contacting us at email@example.com.
Who we share your data with
We will not share this data with other organisations or individuals outside of the council for any other purpose, apart from exceptional circumstances such as concerns about safeguarding or where required to do so by law. Summary reports or grouped data, in which individuals cannot be personally identified, are used to inform decision-making or in published reports.
Your name will be shared with LDA Design, who have been contracted by us to run the Citizens Panel workshops, for attendance purposes.
How long do we keep hold of your information and is it secure?
We only keep hold of contact information for one year after the summary report is written, unless there are statutory requirements to retain them for longer.
We will use SurveyMonkey software to develop the Citizens Panel surveys. The SurveyMonkey privacy notice link: Privacy Notice | Momentive (surveymonkey.com)
Your responses will be stored in a password protected SurveyMonkey file. Online surveys will be kept for six months before being deleted.
Changes in your circumstances
You must notify us immediately if there are any changes in your personal details so we can maintain an accurate and up to date record of your information.
Your rights and access to your information
You have rights under the data protection legislation:
- to access your personal data, known as a subject access request
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
- to have your personal data transferred to yourself or to another business in certain circumstances
- you have the right to be told if we have made a mistake whilst processing your data and we will self-report breaches to the Information Commissioner
Should you wish to exercise any of your rights, you should contact the Data Protection Officer firstname.lastname@example.org.
If you have any concerns
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information by contacting the Data Protection Officer in the first instance.
If you are not satisfied with the council’s response you have a right to complain to the Information Commissioner Office:
Telephone: 0303 123 1113
Or use their online tool for reporting concerns: https://ico.org.uk/concerns/