Privacy notice - Circle Room sexual health clinic public consultation
Overview
This Privacy notice covers any personal data that may be collected in the free text answers on the public consultation survey. We have asked respondents not to provide personal details, so this is how we will manage any personal data that is still provided.
East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
The survey is intended to be anonymous and respondents are not asked to provide their name or contact details. As there are comment boxes included in the survey it is possible that people may choose to provide this information. Where people submit their response by email or letter, they are likely to include their name and contact information of some kind.
There is an optional 'about you' survey at the end of the main survey. This covers equality questions such as age, gender, ethnicity, and sexuality. We collect this information in order to meet our equality duty and understand who has taken part in the consultation.
How will your information be used?
This personal data will only be used to inform the specific proposals being consulted upon.
The personal data will be reviewed and collated by staff in the Insight, Information and Communications team in Adult Social Care. Data will be analysed, aggregated and anonymised where necessary before being shared with senior managers and elected members to inform decision-making in relation to these proposed changes.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
What is the legal basis for processing your information?
The Council has a common law duty of fairness which requires, in certain circumstances, that the Council consults with residents about proposed changes to services before making a final decision on those proposals. We also have to meet our equality duty when considering changes to services.
The processing of people’s data is therefore covered under GDPR Article 6, 1 (e), as it is necessary for the performance of a task carried out in the public interest.
How long will your information be kept for?
Personal data will be kept in line with the ESCC retention schedule. This is outlined in CN1.13 of the retention schedule which relates to data from public consultations on the change of services.
The raw data will be used within the consultation analysis carried out by the Insight, Information and Communication team within Adult Social Care. This analysis will lead to the production of a consultation report, which will include aggregate and anonymised data only, to be shared with senior managers and Councillors to inform decision making.
Once this consultation report has been completed the raw data will be destroyed. The aggregate data used in this analysis will be retained for four years, as per the ESCC retention schedule, after this time the data will be destroyed.
Anonymised data will be retained within the consultation report, however it will no longer be personally identifiable once the retention period has ended. This means it will no longer be possible for data subjects to request a copy of their personal data once the end of the retention period has been reached.
Sharing your information
Personal data submitted in consultation responses will only be shared with staff in the Insight, Information and Communications team in Adult Social Care, as they are managing the consultations. Data will be aggregated or anonymised before being shared with decision-makers to inform service development.
Any sharing of personal data is always done:
- on a case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
Please visit data subject rights for further details.
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Tony Proom
Strategic Commissioning Manager for Sexual Health, East Sussex County Council
Email: Tony Proom
To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.
Further information on making a complaint.
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)