Survivor Engagement Privacy Notice
Privacy Notice – Interviews, Focus Groups and Microsoft Forms
This privacy notice covers how the Survivor Engagement Project and Juno Women’s Aid will collect and use your personal data when engaging via Microsoft Forms, a Microsoft Office 365 product.
Why we need your information (purpose of processing)
The Survivor Engagement Project exists to collect the voices, opinions and experiences, of survivors of domestic abuse in Nottingham City. The project uses interviews, focus groups, and Microsoft forms surveys to gather information about what survivors need and how to improve services. The information is fed into reports and presentations for Nottingham City Council, statutory and voluntary services.
We collect and use your personal information as part of undertaking these consultations and engagement.
Your information is gathered to potentially
- undertake analysis and reporting of the feedback
- contact participants to report outcomes
- for follow-up activities or invite to future engagement opportunities.
The potential benefit of engagement and consultation is to provide better support survivors of domestic abuse across the city.
The information that you provide will be processed according to the UK General Data Protection Regulation, the Data Protection Act 2018, the Equality Act 2010, the Socio-Economic Duty and the Well-being of Future Generations Act 2015.
We will not make any disclosures to third parties for marketing purposes.
Your data will be secure and confidential at all times and we will only collect the personal information that is required to facilitate your engagement in consultation.
What personal data is being collected?
The categories of personal data being collected are:
- IP address
- Name – May not be required / collated
- Email address – May not be required / collated
- Telephone Number
- Age (optional)
- Sex (optional)
- Special category data: health information, religion, ethnicity, Welsh language (optional) Some of the data is related to protected characteristics as defined within the Equality Act 2010 and the Welsh Language Standard Regulations.
- Date and time of opening a survey.
- Date and time of dispatch of the survey reply(s).
- Interview, Focus Group and Survey-specific data (the scope of this data depends on the questions and answers, etc.)
- Recordings of someone’s voice and opinion.
If you take part in an anonymous survey, your answer will not contain any personal data. We endeavour to conduct the surveys anonymously wherever possible.
We collect personal information from you when you complete an interview, focus group and survey. We may collect special category data if you choose to provide it as part of the engagement.
For some interviews, focus groups and specific surveys, where it is of direct relevance, we may collect additional data if you choose to provide it such as: ethnic origin, gender reassignment, sexuality, disability.
Engagement Information
The content you create will be as a result of your interactions with the survivor engagement project via a facilitator or Microsoft forms. Content will therefore include your responses.
What is our lawful basis for processing your personal data?
The UK General Data Protection Regulations (UK GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:
- Article 6 (1)(a) Consent: the individual has given clear consent for you to process their personal data for a specific purpose.
Some types of personal data are more sensitive than others, and need more protection. This is classed as ‘special category data’ and could include information about your racial or ethnic origin, religion, health and sex life and sexual orientation.
We process this type of special category data as it is necessary for reasons of:
- Article 9 (2)(a) Explicit consent: the data subject has given explicit consent to the processing of those personal data for one or more specified purposes.
Details of people responsible
Juno Women’s Aid is the data controller of any personal information collected within the Survivor Engagement Project activities.
The Data Protection Officer or Data Protection Lead is the CEO of Juno Women’s Aid.
Juno Women’s Aid, Heathcote Building, Heathcoat Street, Nottingham, NG1 3AA
Tel Number: 0115 947 5257
Email: [email protected]
Security
Personal identifying data will not be used within reports. Quotes and case studies will be anonymised and allocated a participant number. Opinion will be added to others and be used to create themes and summaries.
The Survivor Engagement Project and Juno Women’s Aid will control the Microsoft Forms App and all access to personal and sensitive information. Only those directly involved in the Survivor Engagement Project will be able to see or use personal information.
All personal data will be stored with
- High levels of security that meet GDPR regulations.
- Are encrypted in transit and in storage.
- Are accessed via devices and applications that require passwords or biometrics such as face recognition or fingerprints.
- Password protected documents in Word and Excel.
This includes
- Microsoft forms
- Microsoft SharePoint
- Microsoft Word and Excel
- Microsoft Outlook email
- Google recorder (voice recordings)
Who will we share your information with?
We may occasionally need to share your personal data with other organisations, this will include:
- Where you agree to be part of further communication, engagement or consultation activities, we may share your contact details with those running the projects but only with your permission/consent.
- The only time we may share information with another agency without your consent (sometimes known as �?breaching confidentiality’) is if you tell us:
- That a child or young person is at risk
- An adult’s life is in immediate danger
- If an act of terrorism is disclosed
- Or if a Court orders us to do so
- Microsoft, as providers of Microsoft Forms – the software used to manage engagement activity. Microsoft’s privacy policy (opens in a new tab) explains how Microsoft will collect, safeguard and process your data on behalf of The Survivor Engagement Project.
- We use data processors (third parties) who provide services to us in terms of technical IT provision. We have contracts in place with these data processors and they cannot do anything with your personal information unless we have instructed them to do it. They will hold your data securely and your personal information will only be shared in accordance with UK GDPR. When it is necessary for your personal information to be transferred outside of the UK as part of these contracts, this will only be done in accordance with the UK GDPR.
How long do we keep hold of your information?
The Survivor Engagement Project will only keep your information for as long as is necessary.
Contact information for individual consultations will be held for the length of the consultation plus 6 months following the writing of a report.
Contact information for ongoing consultations will be held for as long as an individual is involved in consultations. Information will be deleted after 1 year without contact or responses.
Voice recordings are only held until reports are completed when they are deleted.
Following closure of the project, all personal data will be deleted 1 year after the end of the project.
Hard copies of consent and demographic forms will be deleted once scanned into an electronic system.
Your information will be securely disposed of once it is no longer required.
Your Rights
Under the UK General Data Protection Regulation and Data Protection Act 2018, you have rights as an individual including:
- The right to Rectification – you have the right to ask to have your information corrected.
- The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
- The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
- The right to Erasure – you may request that we erase your personal data however, this may delay or prevent us delivering a service, or continuing to deliver a service. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
- The right to not be subject to Automated decision making and profiling.
- The right of Access – you have the right to ask us for copies of your personal data. If you have given us your consent, you can revoke it at any time.
If you have given us your consent, you can revoke it at any time with effect for the future
Following the writing and distribution of a public report with anonymous quotes and themed opinions we would not be able to retract information shared as it has ben incorporated into a public document.
To make a request, please contact:
[email protected] or [email protected]
Juno Women’s Aid, Heathcote Building, Heathcoat Street, Nottingham, NG1 3AA
Tel Number: 0115 947 5257
Complaints or Queries
The Survivor Engagement Project and Juno Women’s Aid works hard to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate.
This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:
[email protected] or [email protected]
Juno Women’s Aid, Heathcote Building, Heathcoat Street, Nottingham, NG1 3AA
Tel Number: 0115 947 5257
If we are not able to resolve the issue to your satisfaction, you can also make a complaint to the data protection supervisory authority. In the UK, this is the Information Commissioner’s Office (ICO) and they can be contacted at:
Information Commissioner’s Office Tel: 0303 123 1113
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Email: [email protected]