Privacy notice for public consultations and surveys

How we process your data when you respond to consultations or surveys

Purpose and lawful basis for processing

If you have indicated that you would be interested in contributing to further council work on the subject matter covered by a consultation or survey then we might process your contact details to get in touch with you about your response.

We will process any other personal data provided in the responses for the purpose of informing the development of our policy, guidance or other regulatory work in the subject area of the request for views. In the case of consultations, we will publish a summary of the consultation responses and, in some cases, the responses themselves but these will not contain any personal data. In the case of surveys or feedback, we may want to publish your name and / or job role alongside your response on our website and social media accounts. Where we are considering doing this we will make it clear what we plan to publish and will seek your agreement to this before doing so. 

The lawful basis we are relying on to process your personal data is article 6(1)(e) of the GDPR, which allows us to process personal data when this is necessary for the performance of our public tasks in our capacity as a local authority.

We collate data in accordance with Public Sector Equality Duty of the Equality Act 2010. Equality and diversity monitoring can help identify current and future needs, possible inequalities including problems accessing or using services and information, as well as checking that a cross-section of people have been reached and given their views.  

What we do with it

We process the information internally for the above stated purpose. We don't intend to share your personal data with any third party. Any specific requests from a third party for us to share your personal data with them will be dealt with in accordance the provisions of the data protection laws. Equality and diversity monitoring results will be published in an anonymised way.

How long we keep it

We will retain consultation and survey response information until our work on the subject matter of the consultation is complete.  You can find out more about our retention schedules here.

What are your rights?

We are acting pursuant to our public task in conducting consultations and surveys on behalf of the Council. You therefore have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it. For more information on your rights see Your Rights.

Do we use any data processors?

We use software called Microsoft Dynamics 365 Customer Voice. Any data collected with be stored on Dynamics 365 Customer Voice servers in Europe under an agreement with the Council.