Privacy notice: National resident survey
The Council is the data controller for the National Resident survey.
The National Resident survey is to support local councils to increase their understanding of their own performance and hear and understand the views and perceptions of their residents.
Local councils in Wales are subject to numerous and various legal duties, many of which require regular and ongoing engagement with residents. One of the core aims of the National Resident Survey is to support local councils to meet these current and potential future engagement duties but, most importantly, to increase their understanding of their own performance and hear and understand the views and perceptions of their residents.
About this privacy notice
The purpose of this privacy notice is to tell you how the Council will process your personal data for the purpose to deliver the National Resident survey. You have rights concerning how your data is collected and used for this purpose. This privacy notice informs you here what those rights are and how you can exercise them.
The Council is committed to protecting the privacy and security of your personal data.
The Council is only allowed to use, gather, and share personal information where we have an appropriate legal basis to do so. We only collect and processes personal information to fulfil our legal and official functions. We will only use personal information when the law allows us to and where it is necessary and proportionate to do so.
The Council has appointed a Data Protection Officer (DPO) to help ensure that it fulfils its legal obligations when processing personal data. You can contact the DPO by email at DPO@anglesey.gov.uk
What personal data we are collecting and why
Your personal data is being collected and used to deliver the National Resident survey. We may also use your personal data to contact you about related matters. The Council collects the following personal data:
- IP addresses
- Postcode
- Age – 10 year bands from 16 up to 85+
- Sex
- Gender identity
- National identity
- Ethnic group
- Sexual orientation
- Physical or mental health conditions
- Ability to carry out day-to-day activities (if respondent says they have a physical or mental health condition)
- Religion
- Preferred language (other option where language can be specified)
- *Email *(if taking part in the prize draw)
How do we collect your data?
You directly provide the Council with most of the data we collect. We collect data and process data when you:
- voluntarily complete the National Resident Survey through digital links and paper records.
How we use your personal data
The Council collects your data so that we can:
- understand local trends to develop local solutions.
- undertake sector – led improvement through benchmarking.
- contribute to meeting various legislative requirements around engagement and consultation:
-
- Wellbeing of Future Generations (Wales) Act 2015
- Local Government and Elections (Wales) Act 2021
Lawful basis for processing the data
Our legal basis for our use of your personal data will be the following:
- GDPR Article 6 (e) we need it to perform a public task.
As extra protection is provided for certain classes of information called 'special category personal data', an additional lawful basis must be identified in order to process these classes of information, as outlined below:
- UK GDPR Article 9(g) – processing is necessary for reasons of substantial public interest.
Sharing your personal data
The Council may share your data will other external parties where it is required to do so or it is lawful and appropriate to do so. Please note that where we may share your data externally, that organisation will take on responsibility for your data at that point, and you should refer to their own privacy notice for details on how they will process your data.
Your personal data is shared with the listed partner organisations;
Data Cymru is running this survey on behalf of the Council. The core questions you are being asked are also being asked in many other local councils across Wales as part of a broader approach to hearing from residents.
This data is shared for the purpose of supporting local councils to meet these current and potential future engagement duties.
More information on how your data will be used by Data Cymru can be found in Data Cymru’s privacy policy
Your rights as a data subject
The data being collected is your personal data, and you have rights that affect what happens to it. You have the right to access and obtain a copy of the personal data that the Council holds about you and to ask the Authority to correct your personal data if there are any errors or it is out of date. In some circumstances you may also have a right to ask the Council to restrict the processing of your personal data until any errors are corrected, to object to processing or to transfer or (in very limited circumstances) erase your personal data.
If you wish to exercise any of these rights or have any queries or concerns regarding the processing of your personal data, please contact the Data Protection Officer as indicated above.
You can obtain further information about these rights from the Information Commissioner’s Office https://ico.org.uk/ or via their telephone helpline 0303 123 1113.
Is any personal data sent overseas?
No
Automated decision making and profiling
No decision will be made about individuals solely based on automated decision making (where a decision is taken about them using an electronic system without human involvement) and which has a significant impact on them.
Storage, security, and data management
The Council has a duty to safeguard and ensure the security of your personal data where we process this. We do that by having systems and policies in place to limit access to your information and prevent unauthorised disclosure, accidental loss, or alteration of your data. We have also procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Data Cymru will store original survey responses on the Smart Survey software.
How long will the Council retain the personal data
The Council will retain the data for as long as there is a legitimate business purpose for retaining the data.
The Council will dispose of paper surveys once digitised to avoid duplication and enhance security. All paper surveys will be digitised within 6 weeks of submission.
Data Cymru will keep personal data for 3 years. Once this time has expired, we will delete your data.
When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.
If you are unhappy with the way the Council has acted when using your personal data, you can make a complaint by contacting the Data Protection Officer.
If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:
The Information Commissioner's Office,
Wycliffe House
Water Lane
Wilmslow, Cheshire,
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
https://ico.org.uk/
Published: 07/10/2024
Last updated: 07/10/2024