Online surveys - privacy notice

Public Services – Neighbourhoods and Cohesion

Calderdale Metropolitan Borough Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the Information Commissioners Office (ICO) under the provisions of the Data Protection Act 2018. The Council takes its responsibilities as Data Controller under the Act very seriously.

This privacy notice explains how your personal information will be processed if you choose to complete one of the Council's online consultation surveys.

The type of information we will collect

Surveys may collect some personal information about you if you choose to share it. This may be information collected directly from you, or from information given to a partner organisation. An example is survey responses you have agreed to be shared with Calderdale Council. The following information may be collected:

• Name.
• Age.
• Sex.
• Gender identity.
• Sexual orientation.
• Address, telephone number, email address.
• Ethnicity.
• If you have a disability or long-term health condition.
• Employment status.

We may also collect your comments or views on questions associated with an engagement project or consultation.

Why we collect and hold this information

• So that we can communicate with people about surveys and consultation (applies to some surveys only).
• To consult with the public to gain insight and understand the needs of the residents of Calderdale in order to shape and provide future services.
• So that we can monitor the diversity of people taking part in surveys. It is usually important that surveys are as representative as possible of all the different people living in Calderdale. When we monitor the diversity of the people completing surveys, we can identify any gaps and look for ways to tackle them.

Sharing your personal data

We make surveys using a variety of software, to meet the needs of different projects. The software applications host the surveys and process the data collected. The name of the software application is usually visible in the URL or address of the web page when the survey is opened. 

• Data may be shared between the Council and Snap Surveys if you have completed a Calderdale Council survey using their software. Visit Snap Surveys to view their privacy notice.
• Data may be shared between the Council and Go Vocal if you complete a survey made on our Engage Calderdale platform. You can view the privacy notice at Engage Calderdale platform privacy policy.
• Data may be shared between the Council and Microsoft if you complete a survey made using Microsoft Forms. You can view Microsoft’s privacy notice at Microsoft’s privacy statement.
• Data may be shared between the Council and Google if you complete a survey made using Google Forms. You can view Google’s privacy information at Google Terms.
• Data may be shared between the Council and Survey Monkey if you complete a survey made using their software. You can view their privacy notice at Survey Monkey privacy notice.
• Your personal information will not be shared with any other external organisations. We will never share your information with third parties without your consent unless the law allows us to do so.

The lawful basis for processing your data

• Article 6(1)(a) and 9(2)(a) – your explicit consent to process the information for the purposes stated.

Retaining your personal information

Personal information given in a survey will be retained in an identifiable format for a maximum of 12 months from the closure of the survey, at which time it will be securely destroyed.

Your rights

The GDPR provides the following rights for individuals. Not all rights are absolute and therefore will only apply in certain circumstances:

1. The right to be informed.
2. The right of access.
3. The right to rectification.
4. The right to erasure.
5. The right to restrict processing.
6. The right to data portability.
7. The right to object.
8. Rights in relation to automated decision making and profiling.

You also have the right to complain to the Data Protection Officer if you feel that your data has not been handled in accordance with the law. The Council's Data Protection Officer can be contacted at information_management@calderdale.gov.uk. You also have the right to lodge a complaint with the Information Commissioner's Office at www.ico.org.uk.

If you wish to withdraw your consent, please contact the Council's Consultation Officer at: consultations@calderdale.gov.uk.