Privacy Notices - Short Breaks feedback surveys Privacy Notice

You need to be aware of this Privacy Notice if you complete feedback survey forms about Swindon Borough Council Short Breaks.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

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. dataprotection@swindon.gov.uk or in writing to:

Data Protection Officer
Civic Offices
Euclid Street
Swindon
Wiltshire
SN1 2JH

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”).

We have asked for some demographic information in this survey i.e. your child’s gender, age band, ethnicity and primary area of need / disability. This is to enable us to monitor how well our survey and services represent the wider community. Your survey responses will be treated anonymously and will not be linked to your child’s social care or early help records. The aim of this survey is for providing feedback to inform service improvement only. If you wish to discuss your specific personal circumstances you should contact your child’s worker or you can contact: Children and Families, Contact Swindon on 01793 464646 or email: contactchildrenandfamilies@swindon.gov.uk

We are collecting this information using an online tool called Microsoft Forms to replace paper forms, improve efficacy and reduce costs where possible.

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, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We will use your survey response to help shape Swindon Borough Council’s Short Break services. We will use the information you provide to:

• make improvements to the service we provide to families
• check the quality of service we are providing to our families
• provide the best outcomes and experiences for all families we work with

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 UK GDPR. As 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 UK GDPR.

In terms of Article 6, by completing the survey you are giving consent to the processing of data for the purposes of this survey and processing is necessary for the performance of a task carried out in the public interest.

In terms of Article 9, the condition met for processing special category data is - (g) Reasons of substantial public interest. This meets the ‘Support for individuals with a particular disability or medical condition’ condition of substantial public interest in Part 2 of Schedule 1 of the DPA 2018.

Our survey provider is Microsoft Forms. 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 however it would be aggregated and anonymised so that it cannot be used to identify any person. Individual comments may be summarised but will not be linked to any specific person.

We may share information with some of the following third parties (non exhaustive list):

• Contracted external providers
• Partner agencies, which deliver services in partnership with Swindon Borough Council
• NHS providers

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.

Your personal information will be retained for up to two years.

Under the Data Protection Act 2018 and the EU General Data Protection Regulations you have the following rights:

• The right of access to your own personal data
• The right to request rectification or deletion of your personal data
• The right to object to the processing of your personal data
• The right to request a copy of the information you provide us in machine-readable format
• The right to withdraw your consent to any processing that is solely reliant upon your consent

Should you wish to exercise any of your rights, you should contact our Data Protection Officer at DataProtection@swindon.gov.uk

If 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. 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.
 

You are under no obligation to provide personal data to the Short Breaks service using the Microsoft Forms feedback survey. If you do not provide your personal data, your survey response will still be recorded and counted.

We are subject to external and internal audit and breaches shall be investigated and reported as per SBC information governance policy.

You are viewing the Privacy Notice for Short Break service feedback surveys.

Read the main Privacy Notice