Who we are
Ashford Borough Council (ABC) is the data controller for any personal information collected during the Citizens Panel registration and the running of any consultation exercises.
ABC is registered with the Information Commissioner’s Office (ICO) as a ‘data controller’ under the Data Protection Act, entry Z8344724. ABC’s Data Protection Officer can be contacted at: The Data Protection Officer, Ashford Borough Council, Civic Centre, Tannery Lane, Ashford TN23 1PL or via FOI@ashford.gov.uk
This notice, in conjunction with our overarching privacy policy, sets out what personal data we will collect, how we will use it, who has access, who we share it with and what your rights are.
What information do we collect about you?
As part of being a member of the Citizens Panel, we require certain personal information, so we can contact you with regards to consultation exercises, organise the Citizens Panel workshops, or send any updates and or newsletters regarding the Citizens Panel.
We would also wish to obtain sensitive personal information which we collect only with your consent such as your ethnicity, religion or disability details to enable us to ensure that our Citizens Panel is representative. The data we collect is listed below:
- Name
- Postcode
- Telephone number
- Email address
- Age
- Gender
- Family and household status
- Disability
- Employment
- Ethnicity
- Religion
We collect telephone numbers and email addresses so that we can contact you only for the purpose of the Citizens Panel.
The information you provide in response to any consultation exercise will always be reported upon anonymously.
Where we get your information from
We collect your personal information when you register to join the Citizen Panel and when you take part in any panel research, consultation or engagement activities:
- electronically through our online sign up form or when completing any electronic consultation exercise
- electronically if you contact us from an email address
- face to face interview with an interviewer using a paper or electronic surveys
How your information will be used
Any personal information which you provide will be held and used by ABC for the purposes of research, consultation and engagement as part of our public duties to consult with our local population to monitor and improve and better tailor our services.
Lawful basis for processing data
This information is being gathered and will be processed on the basis that you are giving consent, and explicit consent for special category data. If you wish to withdraw this consent, you can do so at any time by contacting us at FOI@ashford.gov.uk.
Please note you anonymised data held from any completed consultation exercises will be retained, your personal details will be deleted along with the ceasing of any invitations to any future consultation exercises involving the Citizens Panel.
Who we share your data with
We will not share your personal data with other organisations or individuals outside of the council for any other purpose, apart from exceptional circumstances such as concerns about safeguarding or where required to do so by law.
Any completed consultation exercise will always be anonymised before being used to inform decision-making or in published reports.
How long do we keep hold of your information and is it secure?
We will retain your personal details for as long as you remain registered as a member of the Citizens Panel, we will periodically refresh membership of the Citizen Panel to ensure our members remain actively engaged.
Changes in your circumstances
You must notify us immediately if there are any changes in your personal details so we can maintain an accurate and up to date record of your information.
If you have any concerns
You have a right to complain to us if you think we have not complied with our obligation for handling your personal information by contacting the Data Protection Officer in the first instance.
If you are not satisfied with the council’s response you have a right to complain to the Information Commissioner Office:
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
