Insight team privacy notice

This page explains how your information will be held about you and processed by the Insight Team. You can also find out about the General Data Protection Regulations and Data Protection Act 2018.

This page contains information about:

  • Who we are
  • Why we collect your personal information
  • The legal basis for using your information
  • Who we may share your information with
  • How you can access the information we hold about you
  • How long we keep information about you
  • Further information and Data Protection Officer 

Who we are

Borough of Poole will be the Data Controller for the personal information you provide. Personal information can be anything that identifies and relates to a living person. This could be your name and contact details.

Why we collect your personal information

Diversity monitoring helps to inform us of the needs of our diverse communities and therefore improve the way we design and deliver our services for local residents which is why we ask you personal questions about yourself. The information you give us in response to surveys will form part of a final report but you will never be personally identified. The information will be used for statistical and monitoring purposes. It will not be used to identify individuals.  

We are not permitted to collect information we do not need or will not use. This page covers information you have provided direct to the Council and information which has been shared with us by other organisations.

If we don’t need your personal information we will either keep your details anonymous or we won’t ask you for it. If we use your personal information for research or analysis, we will always keep your details anonymous or use a fake name.

We don’t sell your personal information to anyone else.

The Insight Team seek to abide by the MRS Code of Conduct as this represents best practice for our field of work. Find out more about the code of conduct and how it applies to our work.

The legal basis for using your information

According to the General Data Protection Regulations (GDPR) and the Data Protection Act 2018, we must have a reason to collect and use your information.

This will be to:

  • deliver services and support you
  • enable us to manage the services we provide
  • train and manage our workers who deliver those services
  • investigate any worries or complaints you may have about our goods or services
  • check the quality of our goods and services
  • help with research and planning of new services 

There are a number of legal reasons why we need to collect and use your personal information. For this service:

Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

Our service also needs to use sensitive personal data also called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes:-

  • Sexuality or sexual heath
  • Religious or spiritual or philosophical beliefs
  • Ethnicity
  • Physical or mental health 

We will take extra care of this data. The legal reason for us to collect and use this personal information is it is necessary for archiving, research, or statistical purposes.

Who we may share your information with

We use a range of organisations to either store personal information or to help deliver our services to you. Sometimes we have a legal duty to provide your personal information to other organisations, for example the court service or HMRC.

Your information will not be disclosed to any other organisations, except where we are required and allowed to by law.

Our survey data is hosted by Snap Surveys on behalf of Borough of Poole. The data is stored securely as specified in the Snap Surveys privacy policy . All information you provide is treated in confidence and in accordance with the Data Protection Act 2018 and the General Data Protection Regulations (GDPR). The information will be used for statistical and monitoring purposes. It will not be used to identify individuals.  

Accessing the information we hold about you

You have the right to request, in writing, details of the information that is held about you and also the right to access a copy of the information. This may be by the Council providing copies of documents or by inviting you to view the records at one of its offices, if appropriate. Please see our webpage for further information about how to make a subject access request.

Borough of Poole will not charge a fee to access your information. Sometimes there may be information that we are not allowed to show you, such as:

  • legal information or advice
  • crime prevention and detection records
  • information that we believe may be harmful to you and your well-being
  • details about or provided by other people – this is called third party information (e.g. information from the Police or Department for Work & Pensions) 

You may also ask us to

  • stop processing your information if this causes or might cause damage or distress
  • stop processing your information for direct marketing
  • make decisions about you using your information by automated means (e.g. using computers to decide on an entitlement)
  • amend any of your data which you feel is inaccurate. You can also ask for information to be blocked, erased or destroyed.
  • transfer your information electronically to another service provider.
  • consider a claim for compensation for any damages caused by a breach of the Data Protection regulations 

If you give consent for us to use your information, you may withdraw this at any time. However, this may affect our ability to continue to provide you with a service.

How long we keep information about you

We will retain this information for 5 years (significant policy development) or 1 year (minor policy development) after consultation closes as stated in our retention schedule.

Further information

If you have a concern about how we are using your information, we would ask you to contact us in the first instance using the address below:

Insight Team
Borough of Poole
Civic Centre
Poole 
BH15 2RU

research@poole.gov.uk

Data Protection Officer

If you are not satisfied with a response to your concerns from the Service, our Data Protection Officer Vivian Bateman, can review any issues regarding Information Rights legislation if necessary. The Data Protection Officer can be contacted at the address below:

Data Protection Officer
Bournemouth & Poole Information Governance Team
Bournemouth Borough Council
Town Hall
Bournemouth
BH2 6DY

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113.

Page last updated: 28 June 2018
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