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Privacy Notice - NPT Citizens' Panel

  1. In providing us with your personal information you hereby acknowledge that Neath Port Talbot County Borough Council is the Data Controller for all the personal information you provide (for the purpose of the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA) and you are consenting to the Council using your personal data for the purposes set out in paragraph 2 below. As you are consenting to the Council’s use of your personal data please be advised you may withdraw your consent to this processing at any time by notifying us in writing.
  2. The personal data which we collect from you will be used by the Council (pursuant to it carrying out its various statutory and business functions) for the following purposes:
    • To recruit a panel that is representative of the population of Neath Port Talbot County Borough in terms of characteristics
    • To enable survey data and responses from the panel to be ‘weighted’ to help make the sample data representative of the population
    • To enable analysis to decide if certain issues are impacting more on any specific section of the population of Neath Port Talbot
    • To help the Council determine how well it is meeting its obligations under the Equalities Act (2010) 

    The Council keeps the following personal information about you to enable us to do this:

    • Your name
    • Your house number and postcode, to help us know what areas our panellists come from and can send you any specific questionnaires that might focus on the area you live in
    • Your email address, so that we can send questionnaires straight to your email inbox
    • Your language preference of English or Welsh, so that we can send questionnaires to you in your preferred language
    • Equalities information about you, to help the Council measure how well we are meeting our obligations under the Equality Act 2010 and the wellbeing of Future Generations Act.
  3. As a Data Controller the Council is required under UK GDPR to inform you which of the Article 6 UK GDPR “Data Processing Conditions” it is relying upon to lawfully process your personal data. In this respect please be advised that in regards to the data provided by you we are relying on the following Article 6 condition(s);

    “The data subject has given consent to the processing of his/her personal data for one or more specific purposes.” (Article 6(1)(a) UK GDPR)

  4. We may share your personal data securely with the following third parties (i.e. persons/bodies/entities outside the Council) in accordance with data sharing arrangements which we have in place with those third parties

    Where panellists have elected to take part in online surveys, their information may be collected using a third-party webhost owned by Snap Surveys.

    Snap Surveys data is stored inside the UK and will not be stored or exported overseas. Therefore, it is covered by the protection of UK law, such as the Data Protection Act 2018. Snap Surveys apply high standards of security to all information they hold, and are ISO 27001:2013 certified, which provides independent confirmation that their information security policies and procedures follow industry best practice.

    You can read a copy of Snap Surveys Privacy Policy at https://www.snapsurveys.com/survey-software/privacy-policy-uk/ 

    Where panellists have requested paper copies of questionnaires, their address might be shared with a commercial printer to allow bulk printing of forms or letters. All data shared in this way is controlled by contract and such contact details data will be deleted by the contractor once the operation is complete and will not be used for any other purpose.

  5. The personal information collected from you will be held by the Council for a period of: 

    For as long as you remain a member of the Panel.

    We will refresh the NPT Citizens’ Panel periodically and will contact panellists every 3 years to ask whether they still wish to remain on the panel.

  6. The Council will not transfer any of your personal data outside of the European Economic Area or other country with an adequacy decision. All processing of your personal data by us will be carried out in the United Kingdom, European Economic Area or other country with an adequacy decision.
  7. The Council will not use your personal data for the purposes of automated decision making.
  8. Please be advised that under GDPR individuals are given the following rights in regards to their personal data:
    1. The right of access to their personal data held by a data controller.
    2. The right to have inaccurate data corrected by a data controller.
    3. The right to have their data erased (in certain limited circumstances).
    4. The right to restrict the processing of their data by a data controller (in certain limited circumstances).
    5. The right to object to their data being used for direct marketing.
    6. The right to data portability (i.e. electronic transfer of data to another data controller).

    Further information on all the above rights may be obtained from the Information Commissioner’s website.

  9. In the event that you have any queries regarding our use of your personal data, you wish to have access to the same or you wish to make any complaint regarding the processing of your personal data please contact the Council’s Data Protection Officer at the Chief Executives Directorate, Civic Centre, Port Talbot, SA13 1PJ.

  10. Please be advised that in the event that you make a request or a complaint to the Council’s Data Protection Officer (see 9 above) and you are dissatisfied with the Council’s response you are entitled to complain directly to the Information Commissioner’s Office. Details of the Commissioner’s Office, contact details and further information on your rights may be obtained from the Commissioner’s website.