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Consultation, engagement and prize draws privacy notice

How we use information we collect from consultation, engagement and prize draws.


We regularly carry out consultation and engagement activities in the form of questionnaires, panels, focus groups and ethnographies with the residents of Derbyshire in order to deliver and enhance services and carry out statistical analysis so we can target services and better understand our residents. Some of this consultation involves residents who have volunteered to take part in the Derbyshire Citizens’ Panel.

Information we collect about you

When we are carrying out consultation or engagement activities we routinely collect a range of demographic information from you. This may include information on your gender, age, ethnicity, postcode. For equality purposes (see Art 6(1)(e ) Public task - s. 1 Equality Act 2010 duty regarding socio-economic inequalities) we use this personal data to analyse the demographic profile of survey respondents and monitor how representative the respondents are of the population of Derbyshire.

By collecting your full home postcode we can identify a range of larger geographic areas in which respondents live, for example, output area, county electoral division, district and county. Survey results can then be analysed and published for these geographic areas but your individual response will never be published.

The demographic questions asked are optional and you can complete a survey without answering any of these questions. Some of the demographic questions will include a ‘prefer not to say option’ to allow you to not provide a detailed response.

If you want to join the Citizens’ Panel you will be asked to complete an initial recruitment questionnaire which asks for your consent to take part, your contact details, a range of demographic information including gender, age, ethnicity and your preference on the type of consultation and engagement you would like to take part in such as paper or online surveys, focus groups, telephone surveys. Maintaining a Citizens’ Panel contact list allows us to readily circulate surveys to you if you have volunteered to join the panel or to invite you to focus groups and other events. You can withdraw from the panel at any time.

Some consultation carried out by us offers a free prize draw to encourage you to take part. In order to enter the prize draw you will need to provide your name and contact details such as email, telephone number or address but this is usually optional so you can still take part in the consultation without entering the prize draw or providing your contact details. Once the prize draw closes a winner or winners are randomly selected from all the entries. If you are successful you will be contacted directly and arrangements made to deliver the prize to you.

What we do with your information

To ensure your information is kept safe we have the following controls and limitations in place:

  • your information will not be used for any purpose other than those stated in this notice
  • your information will be held within secure systems and locations, with appropriate levels of security, that comply with relevant data protection legislation
  • your information will only be shared for lawful purposes and with an appropriate level of security that complies with relevant data protection legislation
  • your information will only be held for the periods agreed in our retention policy and schedule, after which it will be destroyed 
  • your information will be held, used and shared in accordance with Data Protection Act 2018, the General Data Protection Regulation (GDPR) and any subsequent legislation.

We will not give your information to anyone without your consent unless the law and our policies allow us to do so.

Contact us

If you would like to withdraw from the Citizens’ Panel, you can do so:

email: haveyoursay@derbyshire.gov.uk

Tel: 01629 538253

If you need more information on how your information is used, how we maintain the security of your information, and your rights to access information we hold about you, please see our information on GDPR.

If you have any concerns or complaints about how we obtain, use, store or share your personal data, or you wish to know more about our role as a data controller please contact us:

email:  GDPR@derbyshire.gov.uk

Tel: 01629 538306

Write to:

Data Protection Officer
Derbyshire County Council
County Hall
Matlock
DE4 3AG

Further contacts and information

If you are dissatisfied with our response to your concerns or would like more information on data protection and the GDPR, you can contact the Information Commissioner’s Office (ICO) who deal with concerns and complaints relating to data protection and freedom of information legislation:

Tel: 0303 123 1113 (local rate) or 01625 545 745 (national rate number)

Fax: 01625 524 510

Write to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF