Impacts of COVID-19 survey 2021

Closes 8 Dec 2021

Privacy Notice

Thank you for taking the time to share your thoughts with us.  

Please be assured that your response is anonymous. It can only be identified by a reference number. Please make a note of this number in case you need to contact us as we won’t be able to find your response without it. We won't use the number for anything else.  

We are requesting postcode details, which will allow us to see what types of areas people are responding from and will not be used to identify your house. 

If you want to save your answers to come back to later you will need to provide an email address so a link can be sent to you. Your email address will be destroyed straight away and won’t be shared with Warwickshire County Council. 

You will only need to give an email address if you want to save your answers or see a copy of your response.

Please tick here to show you have read and understand the privacy notice.

Privacy notice (please read)

The following privacy notice applies to surveys and questionnaires which collect data using Ask Warwickshire. It should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

Collecting feedback to inform council-wide improvements and to create safer and stronger communities. 

Personal information collected and lawful basis

For all surveys, the IP address (your computer or device’s identifier) used to submit answers will be automatically collected but will not be used in any analysis of responses.

Questions for the purpose of equalities monitoring may be included. You do not have to give us this information. If you do provide it, we may use the information to analyse your survey responses against your personal characteristics, such as age, in order to better tailor our services to the needs of our communities.

Where there is a voluntary option to give contact information we may also obtain email address/contact details. You do not need to provide this information. If you choose to do so your details will be kept securely and will only be used for the purposes described when we asked you for them.

In addition to the above, some surveys may process further personal information. Where this is the case you will be informed at the beginning of each survey, including what additional personal information may be processed and for what purpose(s).

All analysed data will be anonymous. Where a survey collects personal data and equalities monitoring data, the two sets of data will not be associated or cross referenced with each other in any way.

The only exception to this, when de-anonymisation will be attempted (if applicable), is when safeguarding concerns are identified. In the event of any potential safeguarding issues being identified, WCC will try to contact the individual concerned and, where deemed necessary, other parties in order to take appropriate action in accordance with our statutory safeguarding duties.

Who we may share your information with

Delib, are the providers of the Citizen Space software we use to manage our surveys. Delib’s privacy policy explains how Delib will collect, safeguard and process your data on behalf of Warwickshire County Council.

We may share (anonymous) information corporately to inform council-wide service improvements. 

We may also share anonymous information with other third-party organisations who have been appointed by Warwickshire County Council to analyse and report on feedback or are working in partnership with Warwickshire County Council. The shared information will not include your IP address and will be kept confidential. It will only be used for the purposes of the survey you have responded to.

Following the end of a survey we shall publish the results and this may include quotes of comments which will be anonymous.

Information you provide, including personal information, in any additional correspondence in response to consultation and engagement activities,may be disclosed in accordance with the Freedom of Information Act or Environmental Information Regulations. If you want the information that you provide to be treated as confidential, including your contact details, please contact us at askwarwickshire@warwickshire.gov.uk, but be aware that, under under the legislation we cannot always guarantee confidentiality.

In some instances, where stated at the beginning of each survey, information may be exported and shared elsewhere – where this concerns personal information further details should be stated in each applicable survey’s privacy statement.

Information will only ever be shared when it is strictly necessary to help us provide effective services or to prevent the risk of harm to an individual. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption. Sometimes the law requires that we may have to pass your details on to a third party, for example, to prevent crime. 

How long we will hold your information

The analysts/partner organisations will erase their copies of the information as soon as the report is complete. Warwickshire County Council will store the information in Citizen Space securely and erase it within four years of the consultation being completed. If you choose to provide an email address we will keep this for a period of 12 months. In some instances, where stated at the beginning of each survey, information may be exported and held for longer elsewhere – where this concerns personal information, further details should be stated in each applicable survey’s privacy statement. 

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention. 

Your information rights

Your information rights for this service (if you gave us your name and contact details) are set out below. Please use this link for more information on how to access to your personal information. For rectification, erasure, restriction or objection to your personal information – contact us by email at: askwarwickshire@warwickshire.gov.uk.

Please use this link to find out how we process your information. This includes contact details for the Data Protection Officer and if you have a complaint about your information rights.

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