Privacy Notices - Health and wellbeing survey Privacy Notice
You need to be aware of this Privacy Notice if you are completing Swindon Borough Council’s Health & Wellbeing Survey.
- 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 (DPA 18) and the EU General Data Protection Regulations. (GDPR)
To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. firstname.lastname@example.org 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 General Data Protection Regulation 2016/679 (the “GDPR”).
- What personal data do we collect?
Any information you have chosen to provide in your response to the survey, such as: your age band, ethnic background, the first part of your postcode, employment status, working status, gender, whether you have a long-term physical or mental condition, information linked to Covid-19 (e.g. whether you have been tested), and your email address.
- How do we process your personal data?
Swindon Borough Council complies with its obligations under the 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 may need to use some information about you to shape Swindon Borough Council’s response to the Covid-19 pandemic with 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
- helpint to investigate any worries or complaints you have about your services
- checking the quality of services
- helping with research and planning of new services
We will also ask you for your personal contact details in order to contact you with results of the survey and/or to contact you to notify you of future surveys. This is entirely optional and we will only collect your personal contact details with your explicit consent. Should you choose not to provide these details your survey response will still be valid and included in the final analysis. Your survey responses will be treated anonymously and will not be linked to your personal contact details.
You may withdraw your consent to be contacted for the purposes above at any time and we will delete these details. You can remove your consent by contacting email@example.com.
- How the law allows us to use your information?
When we collect your personal data, we rely on the following legal bases:
- 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
- Processing is necessary for compliance with a legal obligation to which the controller is subject
When we collect your ‘special categories of personal data’, (such as health, race, ethnicity) we rely on the following legal bases:
- Processing is necessary for reasons of substantial public interest (safeguarding of children and of individuals at risk)
- Processing is necessary for the provision of health or social care or treatment or the management of health or social care systems and services
These legal bases are underpinned by acts of legislation that dictate what actions can and should be taken by local authorities, including:
- The Care Act 2014
- Health and Social Care Act 2015
- Children’s Act 1989
- Data Protection Act 2018
- Human Rights Act 1998
- Mental Health Act 1983 (Amended 2007)
- Mental Capacity Act 2005
As we have a statutory basis for collecting your personal data, we do not need to ask for your permission to collect and share it, however we will only ever share your data on a basis of need, in line with legislation and will work transparently with you at all times.
If you do not provide your data, it will limit the effectiveness of the services and support that we are able to offer you.
- Who do we share your information with?
We may share your personal information when we feel there is a good reason that is more important than protecting your privacy. This does not happen often, but we may share your information:
- to protect a child
- to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them
The risk must be serious before we can decide to override your right to privacy.
If we are worried about your physical safety, or feel we need to take action to protect you from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation before doing so.
We may still share your information if we believe the risk to others is serious enough to do so.
There may also be rare occasions when the risk to others is so great that we need to share information straight away.
If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why, if we think it is safe to do so.
If you choose to complete the survey on the phone you can call Swindon Borough Council. The Swindon Borough Council staff member will be party to your responses but will treat your call in strict confidence.
At the end of the survey the Swindon Borough Council staff member will ask if you would like to leave your name, email address and/or phone number. This in order to contact you to share a copy of the results of this survey and/or to notify you of any similar surveys aiming to assist Swindon Borough Council in shaping the Covid-19 recovery plan. This is entirely voluntary and will not be linked to your responses. Please see section ‘Why do we need your personal information?’ of this privacy notice for further information.
- 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?
Your personal information will be retained for up to two years.
- What you can do with your information?
Under GDPR you have rights which you can exercise free of charge which allow you to:
- know what we are doing with your information and why we are doing it
- ask to see what information we hold about you (subject access request)
- ask us to correct any mistakes in the information we hold about you
- object to direct marketing
- make a complaint to the Information Commissioner's Office
- 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 the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.
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
This 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 we 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.
- Main privacy notice
You are viewing the Privacy Notice for the Health and Wellbeing survey.