Privacy notice for Business Intelligence Team

What do we use the information for?

We  collect, process and hold your personal information in order to provide our services effectively. 

  • Intelligence Hub website registrations
  • To establish eligibility for access to restricted content
  • Consultations
  • To determine representativeness of the sample (through segmentation and geographical coverage)
  • To profile service users on behalf of services
  • To determine appropriate methods/ targeted locations for consultation with likely service users
  • Routine access to Contact360 record level data for modelling and understanding customer behaviour to support channel shift and demand management.

We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

  • Personal information (including full name, full residential address)
  • Contact details (such as email address)
  • Location data (including postcode)
  • Characteristics (such as ethnicity, sex, religion)
  • Open source data (including ONS and census) 
  • Consultation data
  • Partner organisation data (such as the NHS and the police)

On what grounds do we use the information?

We process personal data for the following reason:

  • GDPR Article 6(1)(a) - the data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  • GDPR Article 6(1)(f) - processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party.

We process special category data for the following reasons:

  • GDPR Article 9(2)(d) - processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects.

The business intelligence team do not always hold personal information in their own right. The legal basis for processing will be whatever the legal basis is for the service holding the information.  

How do we collect this information?

We may collect information in the following ways:

  • Electronic forms 
  • Email
  • Telephone
  • Face to face, with one of our employees, or one of our partners
  • Website
  • Paper surveys 
  • Partner organisations.

Who do we share your information with?

We may disclose  your information with others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies including the NHS, social care, the police and other local authorities. However, in doing so, we would remove any personal identifiers and information. 

The reasons why we may share your data with other public bodies are as follows:

  • To protect vulnerable adults
  • If an organisation has commissioned the consultation
  • To monitor and improve our performance and delivery of services 
  • To monitor and improve our performance and delivery of services
  • Where otherwise permitted under the General Data Protection legislation.

We will only disclose your sensitive or confidential information to a third party if we are legally required to do so or, where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

The business intelligence team has retention schedules in place to ensure that information is only held for as long as it is needed.  We will not keep your information  for longer than is required by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Police.  The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.

For information on how long your information will be held, visit the retention page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined upon the data protection rights page. 

In most cases, people who have been involved with the business intelligence page will have the following rights:

  • The right of access - you are entitled to see the information the service holds about you
  • The right to rectification -  we will amend information accordingly, if any information that the service holds about you to be incorrect 
  • The right to restrict processing - you may wish to limit how we use your data 
  • The right to object - in addition to the right to limit the use of your data, you alsoo have a right to object to the use of your data for certain actions
  • The right to erasure/ right to be forgotten – in certain circumstances, you may be able to ask for some of the information we hold to be deleted.

To exercise any of your above rights, please visit the data protection rights pages for more information.

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner’s Office. The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 8 December 2020. 

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