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Consultation is a process of dialogue leading to a decision. Consultation involves:
We involve the following in our consultation exercises:
Stratford-on-Avon District Council carries out consultation to ensure that the decisions made are the right ones for the community. Putting local people at the heart of the decision-making process is key, with elected members and the council taking the views of consultees very seriously.
Our objectives for consultation are:
Please view our Community Engagement Plan .
The following privacy notice applies to surveys, consultations and questionnaires that collects comments and ratings.
Who is collecting and using your personal data?
Stratford-on-Avon will act as a “Data Controller" for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018/UK GDPR.
The type of personal information we collect
We may collect the following personal data about you when you respond to surveys and consultations.
Your age, gender, ethnicity, religion, whether you consider yourself to have a disability, and employment status are typical examples. We appreciate that it may seem unrelated or possibly intrusive when we ask these questions, however the information helps us to deliver fair and accessible services and to positively promote inclusion.
This information will help us to understand the demographics of our residents, however your participation in the survey is voluntary and you are free to decline to answer any question you wish to.
Your personal information will be anonymised before being used to evaluate feedback.
For all online surveys, the IP address (your computer or device's identifier) used to submit answers will be automatically collected but will not be used in any analysis of responses.
When there is a voluntary option to give contact information we may also obtain email address/contact details. You do not have to provide this information. If you choose to do so your details will be kept securely and will only be used for the purposes described when we asked you for them.
The Council is required to release the names of councillors and officials who submitted consultation responses on behalf of stakeholder groups.
How do we process your personal data?
We comply with our obligations under the Data Protection Act 2018/UK GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
Why do we need your personal information in some consultations?
The information that you provide as part of a survey/consultation will be used to better understand how opinions and experiences vary according to the demographics.
The Council has a responsibility to carry out its duties equally and fairly. The information provided as part of a consultation or engagement activity helps us to analyse our policies and practices and helps to ensure we do not discriminate or disadvantage people by treating them less favourably.
What if you do not provide personal data?
You are under no statutory obligation to provide personal data to Stratford-on-Avon District Council.
How the law allows us to use your information?
We must always ensure that processing your data is lawful, fair and transparent and complies with all the other principles and requirements of the Data Protection Act 2018/UK GDPR. As some of the personal data we are asking for is categorised as special category data we are required to identify an Article 6 basis for processing data and meet a specific condition of Article 9 of the UK GDPR.
Our lawful basis for processing is Consent - Article 6(1)(a) of the UK GDPR.
In relation to any special category data, our lawful basis is Explicit Consent - Article 9(2)(a) of the UK GDPR.
You are able to remove your consent at any time. You can do this by contacting data.protection@stratford-dc.gov.uk.
Who do we share your information with?
Stratford-on-Avon District Council is the Data Controller. When relevant, we will instruct a third party to undertake the inputting of the questionnaires that are in paper format. They will act as the Data Processor and are responsible for all the data control quality checks.
Online surveys produced by Stratford-District Council use Snap Surveys as a third party. Snap Surveys does not use the data received for any other purpose other than carrying out this service for the councils. Their privacy policy is included here, Privacy Policy - SnapSurveys .
Following the end of a survey or consultation we shall publish the results and this may include quotes of comments which will be anonymous.
We may share anonymous information with other third-party organisations and are working in partnership with Stratford-on-Avon District Council.
Information will only ever be shared when it is strictly necessary to help us provide effective services or to prevent the risk of harm to an individuals.
How do we protect your information?
We will do what we can to make sure we hold records about you (electronically) in a secure way, and we will only make them available to those who have a right to see them.
We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases.
We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.
Our servers and databases are protected by industry standard security technology.
How long do we keep your personal information?
Paper copies of questionnaires are retained for a period of twelve months from the deadline of the survey. We will then dispose your information via confidential waste.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at data.protection@stratford-dc.gov.uk or call 01789 267575 if you wish to make a request.
How to complain
In the event that you wish to complain about the way that your personal data has been handled by Stratford-on-Avon District Council, you should write to our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.
You can contact our Data Protection Officer by email: data.protection@stratford-dc.gov.uk If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner's Office.
The ICO's address: Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
For further information please contact the Performance, Consultation & Insight Manager on 01789 260118 or by email at consultation@stratford-dc.gov.uk.
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