Making Changes Study 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 dataprotection@teignbridge.gov.uk.

We need to collect your personal information for the purposes of delivering the Making Changes Study which is used to collect views on topics and services.

This notice, in conjunction with our overarching privacy policy, sets out what personal data we will collect, how we will use it, who has access, who we share it with and what your rights are when applying for this support.

What information do we collect about you? 

As part of being a participant of the Making Changes Study, we require certain personal information from you so we can contact you, organise the Making Changes workshops, provide information to support you through the workshops and give any updates to the workshops. 

We would also wish to obtain sensitive personal information which we collect only with your consent such as your ethnicity, disability details to enable us to ensure these groups of individuals are represented. The data we collect is listed below: 

•  Name 
• Postcode 
• Telephone number 
• Email address 
• Age 
• Gender 
• Family and household status 
• Disability 
• Employment 
• Ethnicity 

We collect telephone numbers and email addresses so that we can contact you only for the purpose of the Making Changes Study.  

We would also like to invite you to join a WhatsApp group with other participants to encourage engagement and support with participants.  These groups will be moderated by an external consultant working with us to deliver the workshops. Joining a WhatsApps group is optional and if you choose to not to join, you will not be prevented from participating in the workshops. 

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 Making Changes study and when you take part in any workshops, 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 
• electronically through online messages in WhatsApp 

To enable everyone to get the best out of the workshops we will be asking you to share your content with us about your experiences within the workshops. This maybe in various formats - written, images, sound clips or videos. You will be provided with a link to a password protected folder in a Google Drive folder where you can upload content. 

This will be accessed only by the Making Changes Communication Team, and we will request permission to use the content for a wider public awareness campaign. It is your responsibility not to share the link to google drive within anyone else. The Google Drive terms and privacy notice - Privacy Policy – Privacy & Terms – Google 

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 which includes ethnicity and disability personal information. If you wish to withdraw this consent, you can do so by contacting us at communications@teignbridge.gov.uk 

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 the external consultants, Fiona Swan, Action Against Climate Change in Teignbridge (ACT), who will be helping us with the Making Changes workshops, for attendance purposes. 

If you agree to be in a WhatsApp workshop engagement group your name and telephone number will be shared external consultants with Fiona Swan, Action Against Climate Change in Teignbridge (ACT), who have been contracted by us to help run the Making Changes workshops, for attendance purposes.  Other members of the WhatsApp engagement group will also be able to see you WhatsApp name, telephone number, and profile picture if you use one. 

The WhatsApp Privacy notice - Privacy Policy (whatsapp.com) 

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 Making Changes survey. 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. 

To enable you and us to get the best out of the workshops we will be asking you to share your content with us about your experiences within the workshops. This maybe in various forms - written, images, sound clips or videos. You will be provided with a link to a password protected folder on google drive folder where you can upload content. This will be accessed only by the Making Changes Communication Team, and we will request permission use the content for a wider public awareness campaign. It is your responsibility not to share the link to google drive within anyone else.  

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 dataprotection@teignbridge.gov.uk. 

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: 

Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Telephone: 0303 123 1113 
Email: casework@ico.gsi.gov.uk 

Or use their online tool for reporting concerns: https://ico.org.uk/concerns/