Citizen Panel - Privacy notices

Last updated: 4 February 2021 

The following privacy notice applies to Warwickshire County Council’s Citizen’s Panel for consultation on the Local Transport Plan. It should be read in addition to the council’s overall Customer Privacy Notice. 

We will process your information for the purpose of: 

• Recruiting and administering the panel 
• Producing a finalised Local Transport Plan 
• Analysing panel feedback 

We may process the following personal information:  

• Full Name, including title 
• Contact information (e.g., email and telephone numbers) 
• Address 
• Age 
• District/Borough you live in  
• Lifestyle and social circumstances 
• Occupation 
• Opinions 

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

Our lawful basis for processing this personal information is: 

• Public task as part of the council’s official functions 

We may also process the following sensitive (special category) personal information: 

• Disabilities 
• Ethnicity 
• Gender 
• Visual Images 

Our lawful basis for processing this personal information is: 

• Substantial public interest on the basis of UK law 

For significant legislation and associated regulations governing our processing see: 

• Highways Act 1980 
• Town & Country Planning Act 1990 

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

We will share your information with the following: 

• WCC Business Intelligence and Customer Services 
• Market Research Company – TBC 
• WSP Ltd – Highways Contractors 

Information will only ever be shared when it is strictly necessary to help us provide effective services and when necessary 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.  

Information obtained as part of applying to be part of the panel will be kept for up to 1 month after the final Citizen Panel members have been chosen. 

Recorded Citizen Panel consultations will be kept by WCC for 5 years after completion of the consultation. 

An anonymised feedback report based on Citizen Panel consultations will be kept for as long as the Local Transport Plan based upon the feedback is active. 

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 for this service are set out below. 

• Access to your personal information. 

For rectification, restriction of your personal information, or to object to the processing of your personal information – contact us by email at: foicommunities@warwickshire.gov.uk 

Rights of Erasure and Portability are not available for this service. 

This service does not use Automated Decision Making or Profiling as a process. 

See our overall privacy notice for further contact details and if you have a complaint about your information rights.