Age Friendly Doncaster - Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:
​​

• personal information – such as: your views and opinions, information about your lifestyle, ​ ​
  plus your name, postcode and contact details (should you want to support future age friendly work) ​​ ​​

• special category personal information – such as: your ethnicity and information about your physical and mental health​

Whilst you may provide information which would allow you to be identified, when we are compiling any assessments, reports or action plans we will ensure that the data is compiled with the responses of others and anonymised.

We collect your information from ​you directly during face-to-face engagement sessions within the community and online/paper surveys. ​

Your information might be used to:

• Understand where services and support are being accessed
• Understand where potential gaps in provision are
• Convert into anonymous statistics to inform future activity (including written reports)
• Inform market development and engagement
• Inform future policies and strategies that promote age friendly practices
• Get in touch with you about further engagement if you provide us with your contact information.

When we process your personal data we rely on the following legal basis, to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority.

Additionally, to process your special category data we rely on the following legal basis, the processing is necessary for reasons of substantial public interest.

The Council can rely on the legal bases above under the Equality Act 2010 and the Care Act 2014

We sometimes need to share your information within the City of Doncaster Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For these matters we may need to share your information with:

• ​Project partners (this will be anonymised data only) ​​

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The City of Doncaster Council will never sell your information to anyone else.

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity	Time information kept for
Survey data	3 years
Paper copy surveys	12 months
Data/documents from face to face engagement	12 months

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making; to object to direct marketing;
• and, to complain about anything the City of Doncaster Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the City of Doncaster Council’s website

This notice is kept under regular review to make sure it is up to date and accurate.

The City of Doncaster Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the City of Doncaster Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The City of Doncaster Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the City of Doncaster Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk             

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF