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Privacy notice for public consultations and surveys

Introduction

This privacy notice explains what types of personal data we may hold about you, how we collect it, how we use and who we may share information with. We are required to give you this information under data protection law. This privacy notice should be read in conjunction with the corporate privacy notice.

Who we are

Achieving for Children is a community interest company created in 2014 by the Royal Borough of Kingston upon Thames and London Borough of Richmond upon Thames to provide children’s services. In August 2017 the Royal Borough of Windsor and Maidenhead became co-owner of Achieving for Children.

Achieving for Children delivers children’s services and the local authority statutory responsibilities relating to children aged up to 25 years across the boroughs of Kingston, Richmond and Windsor and Maidenhead. Achieving for Children is registered as a controller with the Information Commissioner’s Office (ICO), Registration number ZA045069, and is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

On occasion, we carry out consultations and surveys to help inform service delivery. We use the personal information provided by you in consultations and surveys to gather your views and feedback on our services, to plan future services and shape our policies. These consultations and surveys are optional, you do not have to engage with us or reply to a consultation or survey but doing so will help us to improve provision to meet the needs of children, young people and families.

Personal information we collect

For some of our consultations and surveys, we use a survey system provided by a third party, SmartSurvey. Any personal information you submit as part of these consultations and surveys will be stored and processed for a short period of time by SmartSurvey. Achieving for Children will regularly collect submitted information. While it is held by SmartSurvey it will be protected in line with its Privacy Policy. By continuing with this survey, you consent to the transfer of your information from SmartSurvey to Achieving for Children.

In the course of collecting information through consultations and surveys, Achieving for Children may ask for the following personal information (this list is not exhaustive):

  • Your name
  • Your gender
  • Equalities data: race, ethnicity, religion, sexuality, marital status, pregnancy/maternity, disability
  • Nationality
  • If you are a carer
  • Address
  • Social media accounts (Facebook, Instagram, Twitter, LinkedIn)
  • Contact details, such an email address or telephone number

No personal or sensitive information which can identify you or someone else, such as your name or address, will be made public by Achieving for Children. We will follow our Data Protection policies to keep your information secure and confidential.

How we use your personal information

Any information you provide will be held and used in accordance with the Data Protection legislation for the purposes of consultations or surveys set out above. We will use your personal information to inform you of the outcome of the consultation if you have requested updates.  We may also publish the results of this survey or consultation, anonymised or with personal information removed, on our website, and findings may form part of other written reports which are publicly available.

How long your personal data will be kept

We will hold your personal information for up to six years following the closure of a consultation or survey.

What is the lawful basis for processing your personal data?

We rely on your consent to collect and use your personal and other information under the Equalities Act 2010 (Articles 6(1)(a) and Article 9(2)(a) of the GDPR).

Processing is also necessary for performance of a public task to use your data to improve services (Article 6(1)(e) of the GDPR).

Who we share your personal information with

At all times when processing your personal data for the purposes set out in this privacy notice, we will only ever share anonymised data. Some of the partners we may share anonymised data with include:

  • relevant employees of Achieving for Children, including those who are analysing consultation responses
  • working groups supporting the design of services with Achieving for Children, which could be made up of parents, young people or other interested parties
  • relevant employees and councillors of the Royal Borough of Kingston, London Borough of Richmond or the Royal Borough of Windsor and Maidenhead
  • partner agencies or commissioned providers, including schools, health providers, police and the voluntary and community sector; and
  • law enforcement or other authorities if required by applicable law

Keeping your personal information secure

We have appropriate security measures in place to prevent personal information from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Your rights and access to information

Under data protection legislation you have the right to request access to the information that we hold about you. To request a copy of your data, please read the Individual Rights Requests page and then submit your request using your preferred method of contact.

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • have inaccurate personal data rectified, blocked, erased or destroyed
  • prevent processing for the purpose of direct marketing object to decisions being taken by automated means
  • in certain circumstances have inaccurate personal data rectified, blocked, erased or destroyed; and
  • a right to seek redress, either through the ICO, or through the courts

If you have any questions or concerns about the way we process personal data, or would like to discuss anything in this privacy notice, please contact our Data Protection Officer: dpo@achievingforchildren.org.uk

If you want to make a complaint about how we handle your personal data, we ask that you give our Data Protection Officer the opportunity to respond in the first instance but you are not obliged to do this. You can make a complaint directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/