Doncaster Food Plan Privacy Notice

This Privacy Notice sets out what you need to know about how City of Doncaster Council will use your information for the Food Plan consultation work (including the ‘Have your say about the future of food in Doncaster’ survey, pop-up engagement events, and engagement workshops) related to the development of the Doncaster Food Plan.

The City of Doncaster Council is committed to meeting its data protection obligations and handling your information securely.  You should make sure you read and understand this notice before submitting your information to us.

What information about you do we collect?

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 (e.g. food habits), age, gender, and area of residence
  • special category personal information – such as: your ethnicity

How do we collect information about you?

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

How will your information be used?

Your information might be used to:
  • Identify priority food-related issues/areas for improvement to be included in the Doncaster Food Plan
  • Understand public awareness of and facilitate the mapping of food-related services, businesses, organisations, and support in Doncaster
  • Understand where potential gaps in food-related provision in Doncaster are
  • Identify and inform future actions and activity within Doncaster’s food system, which will be set out in the Doncaster Food Plan ‘live’ action plan
  • Identify population groups where further targeted engagement work for the Doncaster Food Plan is needed

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Collecting views and opinions, information about lifestyle (e.g. food habits), age, gender, and area of residence via:

- Facilitation of face to face engagement sessions 

- Engagement with communities via online surveys 

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority.

(c) the exercise of a function conferred on a person by an enactment or rule of law,

 

Health and Social Care Act 2012: Section 12 

The Equality Act 2010 Section 149

 

Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

Collecting data on ethnicity via:

- Facilitation of face to face engagement sessions 

- Engagement with communities via online surveys 

(2)(i) processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices.

Part 1 of schedule 1

Health and Social Care Act 2012: Section 12 

The Equality Act 2010 Section 149

Who will your information be shared with?

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 Food Plan production matters and the subsequent completion of Food Plan actions we may need to share your information with:
  • Project partners – Team Doncaster stakeholders, who have a remit around food, attending stakeholder workshops to design the Doncaster Food Plan
    (Nb. this will be anonymised and themed non-identifiable data only i.e. views and opinions, and information about lifestyle, and not any individual identifiable or special category data of age, gender, ethnicity, or area of residence)
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.

How long will we keep your information?

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 from the end of the engagement phase of the project (September 2024)

Paper-based data/documents from face-to-face engagement

Shredded once uploaded to spreadsheet (within 2 weeks of collection)

Data from face-to-face engagement uploaded to a spreadsheet (demographic data and views, opinions, behaviours)/photographs (views, opinions, behaviours)

3 years from the end of the engagement phase of the project (September 2024)

Collated and themed (anonymised) data from face-to-face engagement and survey data

3 years from the end of the engagement phase of the project (September 2024)

Your rights

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.

Changes to this privacy notice

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

Data Protection Officer (DPO)

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 

Complaints

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

 

 

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Last updated: 24 May 2024 16:07:43

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