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You need to be aware of this Privacy Notice if you are completing the Residents' Survey.
Who is collecting and using your personal data?
Stratford-on-Avon will act as a “Data Controller" for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018/UK GDPR.
The type of personal information we collect
We will collect the following personal data about you when you respond to the survey:
Your age, gender, ethnicity, email address (only for the purposes of recruitment to the Citizens' Panel) whether you consider yourself to have a disability and employment status.
Your reference number is only linked back to your address and will be used to ensure we have a representative response from across the District and allow for area analysis.
This information will help us to understand the demographics of our residents, however your participation in the survey is voluntary and you are free to decline to answer any question you wish to.
Your personal information will be anonymised before being used to evaluate feedback.
How do we process your personal data?
We comply with our obligations under the Data Protection Act 2018/UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Why do we need your personal information?
We will use your personal information to better understand the concerns and priorities of residents. The information that you provide as part of this survey will also be used to better understand how opinions and experiences vary according to demographic and to help identify ways of making improvements across the District.
What if you do not provide personal data?
You are under no statutory obligation to provide personal data to Stratford-on-Avon District Council.
How the law allows us to use your information?
We must always ensure that processing your data is lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection Act 2018/UK GDPR.
As some of the personal data we are asking for is categorised as special category data we are required to identify an Article 6 basis for processing data and meet a specific condition of Article 9 of the UK GDPR.
Our lawful basis for processing is Consent - Article 6(1)(a) of the UK GDPR. In relation to any special category data, our lawful basis is Explicit Consent - Article 9(2)(a) of the UK GDPR. You are able to remove your consent at any time.
You can do this by contacting data.protection@stratford-dc.gov.uk.
Who do we share your information with?
Stratford-on-Avon District Council is the Data Controller and have instructed The Research Solution to process the Residents' Survey on our behalf.
They will act as the Data Processor and are responsible for all the data control quality checks. Online surveys will be submitted via SNAP surveys.
How do we protect your information?
We will do what we can to make sure we hold records about you (electronically) in a secure way, and we will only make them available to those who have a right to see them.
We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases.
We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.
Our servers and databases are protected by industry standard security technology.
How long do we keep your personal information?
We will retain this information for a period of 12 months from completion of the survey.
We will then dispose your information via confidential waste.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate.
You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at data.protection@stratford-dc.gov.uk or call 01789 267575 if you wish to make a request.
How to complain
In the event that you wish to complain about the way that your personal data has been handled by Stratford-on-Avon District Council, you should write to our Data Protection Officer and clearly outline your case.
Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.
You can contact our Data Protection Officer by email: data.protection@stratford-dc.gov.uk
If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner's Office.
The ICO's address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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