Privacy notice: Corporate Plan 2022-2026 consultation survey

Last modified: 19 November 2021

The Council of the Isles of Scilly consults the public in the course of its service provision requirements and in order to improve service delivery by engaging with the community.

This consultation asks residents of the Isles of Scilly to give their views on the draft objectives for the Corporate Plan 2022 - 2026.

You can respond to the consultation in the following ways:

  • online via a Microsoft Forms survey link
  • via a paper version of the survey (responses on paper will be digitised and hosted in the same way as those submitted electronically).

All information submitted to us will be treated in accordance with our data protection policy and our organisational privacy notice.

This privacy notice sets out:

  • how we process your personal data when you respond to this consultation.
  • the rights you have under the General Data Protection Regulation (GDPR).

For information you submit whether online via the Microsoft Forms link or via a paper copy of the survey:

  • the Council of the Isles of Scilly is the data controller
  • the Council of the Isles of Scilly is the data processor

The Council of the Isles of Scilly delegates its ICT function to Cornwall Council under an inter-authority agreement. Cornwall Council are in contract with Microsoft and manage a secure tenant to host services used by Cornwall Council and the Council of the Isles of Scilly. This tenant uses secure web protocols and encryption to ensure information is kept safe. All information is held in secure data centres within the EAA or UK. Access is managed by Cornwall Council under instruction from the Council of the Isles of Scilly.

Your data

This survey requires the collection of the following personal data:

  • your name
  • the first line of your postal address
  • your postcode

The open-ended text boxes allow respondents to provide information of their choosing. We encourage respondents not to include personal information in these text boxes as we cannot guarantee it would not reveal their identity even after anonymisation.

For the avoidance of doubt: you should not include information in the text boxes provided in the survey that you do not want to be seen by the administrators of the survey, Councillors, council officers or the general public.

Purpose

We collect your personal data as part of the consultation process to ensure there are no duplicate responses which would skew the data.

Legal basis for processing your personal data

The legal basis for processing your personal data in this case is explicit consent. You cannot complete the online version of the survey without first giving your consent. We will destroy any copies of the paper version of the survey which do not indicate clear consent.

Why we need it

We collect your name and postal address so that we:

  • know you’re a real person
  • can identify duplicate responses and delete the oldest version

We also collect data in order to:

  • gather information about which islands the responses relate to. We do not delete the island of residence from our dataset during the anonymisation process as this information is useful for understanding the differing responses across the islands.

What we do with your data

We may share anonymised data outside of the organisation, including comments made within the free text boxes. Once again, please do not to include information in text boxes that you do not want to be seen by the administrators of the survey, Members or officers of the Council, or the general public.

We will not:

  • share your personal data with anyone  
  • sell or rent your data to third parties
  • share your data with third parties for marketing purposes

We will share your data if we are required to do so by law, for example by court order, or to prevent fraud or other crime.

How long we keep your data

We will only retain your personal data for as long as it is needed for the purposes of the consultation. All names and addresses will be deleted within 6 months of the consultation closing.

Children’s privacy protection

This consultation is not designed for, or targeted at, children aged 13 or under. 

Your rights

The data we are collecting is your personal data, and you have considerable say over what happens to it. You have the right to request:

  • information about how your personal data are processed
  • a copy of the personal data you submitted in an accessible format
  • that anything inaccurate in your personal data is corrected immediately
  • that any incomplete personal data are completed, including by means of a supplementary statement
  • that your personal data are erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested) that the processing of your personal data is restricted. In practice, this would mean that we would delete your response as we would be unable to use the data.

You can also:

  • object to the processing of your personal data where it is processed for direct marketing purposes
  • lodge a complaint with the independent Information Commissioner (ICO) if you think we are not handling your data fairly or in accordance with the law

If you wish to make any of the changes or requests set out above, please email communications@scilly.gov.uk.

Changes to this notice

We may modify or amend this privacy notice at our discretion at any time. When we make changes to this notice, the last modified date at the top of this page will be updated. Any modification or amendment to this privacy notice will be applied to you and your data as of that revision date. If these changes affect how your personal data is processed, we will take reasonable steps to make sure you know.

How to contact us

Contact our Data Protection Officer (DPO) with any concerns about how we or our services handle your personal information:

Council of the Isles of Scilly Data Protection Officer
Council of the Isles of Scilly
Town Hall
St Mary
Isles of Scilly
TR21 0LW

Email: dpo@scilly.gov.uk

Independent advice on data protection and privacy

Contact the Information Commissioner for independent advice about data protection, privacy and data-sharing issues:

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

If you make a complaint to the Information Commissioner it doesn’t prejudice your right to seek redress through the courts.