Service
Children and Families Feedback
Privacy notice

Last updated – 14 September 2021

The following privacy notice applies to feedback questionnaires which collect data using Microsoft Forms. It should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

Collecting feedback on Warwickshire County Council’s Children and Families Services and Strategy to inform service development and improvement.

Personal information collected and lawful basis

For all feedback activity completed, the IP address (your computer or devices 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 data to analyse your response 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 engagement activity forms may include further personal information. Where this is the case you will be informed at the beginning of each questionnaire, including what additional personal information may be processed and for what purpose(s).

All data analysed in this way will be anonymous. Where an engagement activity form 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

Microsoft, as providers of Microsoft Forms – the software used to manage feedback questionnaires activity. Microsoft’s privacy policy explains how Microsoft will collect, safeguard and process your data on behalf of Warwickshire County Council.

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

We may also share anonymous data 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 data will not include your IP address and will be kept confidential. It will be used for the purposes of the feedback questionnaire you have responded to.

Following the end of the feedback activity, we shall publish the results, and this may include quotes of comments which will be anonymous.

Information you provide in any additional correspondence to our feedback questionnaire activities, including personal information, 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 samcraven@warwickshire.gov.uk  but be aware that, under the legislation, we cannot always guarantee confidentiality.

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 data as soon as the report is complete. Warwickshire County Council will store the data securely and erase it within four years of the engagement activity. 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 top of each questionnaire, data may be exported and held for longer elsewhere – where this concerns personal data further details should be stated in each applicable questionnaire’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.

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: samcraven@warwickshire.gov.uk

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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