Privacy policy for the Community Life Survey (www.commlife.co.uk)


Last updated: 22/05/2018, version 1


This privacy policy ONLY applies to data submitted by respondents who have completed or are about to complete the Community Life Survey. For the privacy policy relevant to visitors of the http://commlife.co.uk/ website, please click here.


Introduction

This research is conducted by Kantar Public on behalf of the Department for Digital, Culture, Media, and Sport (DCMS). DCMS is the data controller. By using this website, you agree to this use. We ask you to read this privacy policy carefully.


Lawful collection and use

This Policy explains how we collect, store and use the personal information you provide when taking part in an online market research survey for TNS UK Limited (“Kantar Public”).

For the purpose of this Policy, the definition of ‘personal information’ is information which relates to and can identify a living individual.

When we conduct research, our invitations and questionnaires clearly identify us and explain the purpose(s) of our contact and i applicable, the purpose for our collecting your personal data.

Under the General Data Protection Regulation (GDPR), the purpose for collecting your survey and personal data is for research and statistical purposes. The data is being collected under the performance of official authority/public interest provision.

When we contact you, generally by letter, we do so to invite you to participate in an online or postal survey. Occasionally, we may contact you to validate your responses or take part in further research (only if you have given permission).

During the survey we will ask you for a range of information, including, for example, your personal opinions, and demographic information, such as your age and household composition. You may decline to answer any questions or withdraw from participation in a study at any time.

We will never misrepresent ourselves or what we are doing. If you receive an email that concerns you, purporting to be from us, please let us know as shown below in ‘how to contact us’.

We have contacted you to participate in research by online or postal questionnaire by randomly selecting your address through Royal Mail’s publicly accessible Postcode Address File (PAF).

Third Parties and Data Transfer Across Borders

You can be assured that we will protect your privacy. We will not make your personal information available to anyone without your agreement unless it is required by law. This includes your name and e-mail address.

Your data will be processed in the United Kingdom only.

Confidentiality and Industry Requirements

We take appropriate technological and organisational measures to protect the personal information submitted to us, both during transmission and once we receive it. Our security procedures are consistent with generally accepted commercial standards used to protect personal information.

All our employees are contractually obliged to follow our policies and procedures regarding confidentiality, security and privacy.

We adhere to the following standards and industry requirements:

We will only provide anonymised survey data to DCMS. This means your name and contact details will not be attached to your answers. We would only share your personal information or survey responses to third parties if:

Cookie Disclosures

Cookies are small text files stored on your computer by a website that assigns a numerical user ID and stores certain information about your online browsing. They are used by web developers to help users navigate their websites efficiently and perform certain functions. The website sends information to the browser which then creates a text file. Every time the user goes back to the same website, the browser retrieves and sends this file to the website's server.

As is true of most online surveys, we gather certain information automatically and store it in survey data files. This information may include things like Internet Protocol addresses (IP address), browser type, Internet service provider (ISP); referring/exit pages, operating system and date/time stamp.

We use this automatically collected information to analyse trends such as browser usage and to administer the site, e.g. to optimise the survey experience depending on your browser type. We may also use your IP address to check whether there have been multiple participations in the survey from this IP address.

Accuracy

We take all reasonable steps to keep personal information in our possession or control, which is used on an on-going basis, accurate, complete, current and relevant, based on the most recent information made available to us.

We rely on you to help us keep your personal information accurate, complete and current by answering our questions honestly. You can also notify the data controller (DCMS) of any changes to your personal data.

Interviewing children

We never knowingly invite children under the age of 16 years to participate in this survey.

Rights of individuals

To request access to personal information that we hold about you, you should submit your request in writing to the e-mail address or postal address shown below in ‘How to contact us’.

As the purpose of the research is for statistical purposes (see the ‘Lawful collection and use’ section of the document), there are some exemptions to the rights normally available under GDPR. These exemptions cover the right to erasure, right of access, right to rectification, right to restriction of processing and the right to object, subject to conditions and safeguards. Your data will still be stored securely and all parties will respect the principles of data minimisation (only storing the necessary information).

More information on your rights can be found at: https://ico.org.uk/for-the-public/

Data storage and retention

Personal information will be retained only for such period as is appropriate for its intended and lawful use, if unless otherwise required to do so by law. Personal information that is no longer required will be disposed of in ways that ensure their confidential nature is not compromised.

Under Article 5(1)(e)) of GDPR, DCMS can retain the data for longer than is necessary for the initial research purposes, but any future use will only be for statistical purposes.

More information on how the data is used can be found at www.gov.uk/government/collections/community-life-survey--2

As part of the Company Business Continuity plan and as required by ISO 27001, ISO 9001, ISO 20252 and in certain instances the law, our electronic systems are backed up and archived. These archives are retained for a defined period of time in a strictly controlled environment. Once expired, the data is deleted and the physical media destroyed to ensure the data is erased completely.

Notification of Material Changes

We keep our privacy policy under regular review and it may be amended from time to time. We will always have the most up-to-date policy on this web page. We will record when the policy was last revised.

Date created: 13/04/2018

Last revised: 19/04/2018

Contact details

Kantar Public Research team:

Email: Communitylifesurvey@kantarpublic.com, telephone: 0800 158 2952

DCMS (data controller):

Data Protection Team, Department for Digital, Culture, Media and Sport, email: dcmsdataprotection@culture.gov.uk

Complaints

If you are not satisfied with how we handle and protect personal information, you have the right to complain to the Data Protection Authority.

In the UK, this is the ICO and their contact details are

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate)

Email: casework@ico.org.uk