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Privacy notice for business intelligence team

What do we use the information for?

We use this information to deliver the following services:

  • data observatory website registrations 
    • to establish eligibility for access to restricted content
    • email addresses to contact individuals to reset passwords etc
  • consultations – postcodes to determine representativeness of the sample (through segmentation and geographical coverage)
  • address level information from services
    • to profile service users (customer insight) on behalf of services
    • to determine appropriate methods and/or targeted locations for consultation with likely service users
    • will have more routine access to Contact360 record level data for modelling and understanding customer behaviour to support channel shift and demand management. Not interested in names themselves, but potentially identifying the multiple services that individuals access. 

What information do we hold and use?

We collect and process the following information:

  • collect: postcodes (consultations), email addresses, names, organisations (website registrations)
  • process: address/record level data (not names) from services/CRMs. 

 

On what grounds do we use the information?

We process your information on the following grounds:

  • consent (both postcodes and website registration info)
  • legitimate activities (to use service data to improve services/target resources in the future).

 

How do we collect this information?

We collect this information from:

  • respondents to consultations are invited to provide their postcodes (often at the end)
  • website registration information is requested when someone accesses the data observatory website and clicks on the ‘register here’ option.

 

Who we share your information with?

We share your information as follows:

  • Postcode data is generally used within the team to determine the representativeness of the sample – aggregated results may be shared more widely. If a given service,department and/or organisation had commissioned the consultation, the full postcode would (along with all other individual responses) be provided back to the service.


The list of registered users of the data observatory website is not shared.

How long do we store it and is it secure?

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention page

This is a summary of how long we keep your information: 

  • consultation projects and/or including analysis – 3 years
  • registered users of the website – indefinitely (unless requested to be removed or deleted)
  • customer Insight project data – 5 years.

 

Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined upon the data protection rights page. In most cases, people who have been involved with the business intelligence page will have the following rights:

  • The right of access - You are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk  
  • The right to rectification - If you believe any information the service holds about you to be incorrect please email dataobservatory@eastriding.gov.uk and we will amend the information accordingly. 
  • The right to erasure/right to be forgotten – the service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to dataobservatory@eastriding.gov.uk
  • The right to restrict processing - Should you wish the service to limit how we use your data please email dataobservatory@eastriding.gov.uk with the reason for your request.
  • The right to data portability – the service has determined that there will be no requirement for data portability. 
  • The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email dataobservatory@eastriding.gov.uk with the reason for your request.

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. 

Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.

Last Updated: Monday, 04 June 2018