Ask Warwickshire
Privacy notice

Last updated: 21 January 2020

The following privacy notice applies to survey and questionnaires which collect data using Ask Warwickshire. It should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

Collecting feedback on consultations to inform council-wide improvements.

Personal information collected and lawful basis

The IP address 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.

All data analysed in this way will be anonymous. Where a survey 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.

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.

Who we may share your information with

Delib, as providers of Citizen Space – software used to manage our consultations. Delib’s privacy policy explains how Delib 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 consultation feedback / who 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 this consultation only.

Following the end of a survey, 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 surveys and consultations, 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 tell us why, but be aware that, under the legislation, we cannot always guarantee confidentiality.

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 in Citizen Space securely and erase it within four years of the consultation being completed. 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 survey, data may be exported and held for longer elsewhere – where this concerns personal data further details should be stated in each applicable survey’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: [email protected].

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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