Privacy Policy
What this policy covers
We, Swindon Borough, take our privacy obligations seriously and we’ve created this privacy policy to explain how we treat your personal information collected on this website. Personal information is information we hold which is identifiable as being about you.
Our collection, use and disclosure of your personal information is regulated by the European Union’s General Data Protection Regulation (‘GDPR’) and the Data Protection Act 2018.
The software platform this website runs on and associated technology operations are provided by Granicus-Firmstep Ltd. Click this link for the Privacy Policy governing their service.
What personal information we collect
Introduction
The consultations on this website are designed to give your views or comments on potential projects that the Council are planning to undertake. There will be a number of different ways we would like to capture your feedback, the majority of which will require you to register to the site in order to participate. Please note that you are able to browse any publicly accessible sections of this website completely anonymously without signing up.
What is a Privacy Notice?
A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.
Who is collecting and using your personal data?
Swindon Borough Council 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.
To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. dataprotection@swindon.gov.uk, or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.
Your personal data - what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the Data Protection ACT 2018/UK GDPR - 2018/679.
What personal data do we collect?
Any information you have provided as part of the registration process:
Mandatory data: email address
Optional data: name, post code, age group, sex, gender, ethnicity, disabilities, sexual orientation and religion
How do we process your personal data?
Swindon Borough Council complies with its 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, unauthorized 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 some information about you to shape Swindon Borough Council’s ‘projects’ in respect to:
- delivering services and support to you
- managing the services we provide to you
- training and managing the employment of our workers who deliver those services
- checking the quality of services
- helping with research and planning of new services or projects
Depending on your preferences we may contact you with results of the survey, to gather more information, or via subscriptions. Should you choose not to provide these details your survey response will still be valid and included in the final analysis.
You may withdraw your consent to be contacted for the purposes above at any time via the web site
How the law allows us to use your personal information
You are under no statutory obligation to provide any additional personal data to Swindon Borough Council, but the survey does ask you to provide additional personal information should you wish to do so in order to help us gain valuable insight into the survey responses. We must always ensure that processing your data is generally lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection ACT 2018/UK GDPR. 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 Data Protection ACT 2018/UK GDPR. In terms of Article 6, by completing the registration process you are giving Consent to the processing of data for the purposes of this survey. In terms of Article 9, the condition met for processing special category data is - is Explicit Consent - Article 9(2)(a) of Data Protection ACT 2018/UK GDPR.
Who do we share your information with?
Our provider ‘Granicus’ who provide the site as a service. They process your Personal Data as a Processor on behalf of Swindon Borough Council.
In order to plan the delivery of services we may share data with partners.
How do we protect your information?
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorized way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorized manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
How long do we keep your personal information?
You can change your preferences for data you share with us at any time. Your data will be retained as long as your account is active, if you close your account your personal information will be deleted.
What rights you have under the data protection act 2018
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 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.
Your right to complain
In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough 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.
Data Protection Office
You can contact our Data Protection officer by email: DataProtection@swindon.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 at www.ICO.org.uk.
You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Email: casework@ico.org.uk
The ICO website also contains information on data protection and your rights and remedies.
What if you do not provide personal data?
You are under no statutory obligation to provide personal data to Swindon Borough Council. However, if you do not provide your data, it will limit the effectiveness of the services and support that we are able to offer you.
How will Swindon Borough Council ensure compliance?
A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.
Contact Us
For further information about our privacy policy and related information practices, or to access or correct your personal information, or make a complaint, please contact us on letstalk@swindon.gov.uk