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Citizen Panel privacy notice

To be able to serve you effectively City of Lincoln Council need to be able to collect, hold and use your personal data.

How we use your personal information

City of Lincoln Council is what is known as the ‘controller’ of the data you provide to us and is registered with the Information Commissioner's Office.

We take your privacy seriously and laws state that we must:

  • Use your data fairly, lawfully and be open with you about how we use it   
  • Use your data for a particular purpose and we must not do anything with your data which is not compatible with this
  • Keep your data accurate and delete any inaccuracies without delay
  • Obtain from you only the data which is necessary
  • Keep your data only for as long as necessary (Data will be retained for 6 years. You will remain on the Citizen’s Panel until we contact you to check that you are still consenting to be a member of the Lincoln Citizens Panel)
  • Store your data safely and securely 

We are processing your personal data for the purposes of consulting with you to monitor and improve our services, by obtaining feedback from those using our services. This is on the legal basis that this is necessary for a task we are carrying out to benefit society as a whole and in accordance with our powers as set out on s111 of the Local Government Act 1972.

What data do we collect?

As part of being a member of the Citizens Panel, we require certain personal information from you so we can contact you to send you the survey and give any updates regarding a panel refresh. 

We would also wish to obtain sensitive personal information which we will collect only with your consent such as your ethnicity, religion or disability details to enable us to ensure these groups of individuals are represented.

 The data we collect is listed below:

  • Title
  • Forename
  • Surname
  • Address
  • Year of Birth
  • Email Address (to contact you only as required in relation to your Panel membership)
  • Gender
  • Ethnicity (only with your consent)
  • Religion (only with your consent)
  • Disability (only with your consent) 

The information you provide in response to our surveys will not be linked to your personal information in anyway and will be anonymous. 

The council will only ever publish results to surveys in an anonymous manner and sensitive personal data will not be disclosed. Where the council engages third party organisations to handle personal data relating to the Citizen’s Panel on its behalf, this will be on anonymous basis only i.e. all the data is held under a 4 digit secure identifier code with no personal identifying information attached.

Who might we share your personal information with?

Your data will only ever be stored on a single, secure database managed by the Corporate Policy Unit. For the March 2019 survey, we will share your information with the Resident Involvement Team. We may also share your information with other sections of City of Lincoln Council, only where you have highlighted a particular concern that would require action, however we would only share the information which was necessary for this purpose.

We will not share your information outside the City of Lincoln Council without your express permission, unless the law requires us to. For further information on this see our privacy notice for customers ‘Your data privacy’ on our website or request a copy from our Policy Unit team using the contact details provided below.

We will not transfer your personal data to any countries outside of the United Kingdom without informing you of this first and ensuring that necessary safeguards are in place.

Retaining your details to prevent you from be contacted again

We would wish to retain your name and address if you decide to leave the Panel to prevent us from contacting you against your wishes during a Panel refresh. We need your consent do this and you will be asked for this upon any request by you to leave the Panel. 

If you do not consent to your contact details being retained for this purpose for a maximum of ** years only, this could lead to you receiving an unwanted invite to join the Panel during this time. You can remove your consent to this at any time by contacting the Corporate Policy Unit on the details provided below

If at any point you would like to be removed from the Lincoln Citizens Panel, please contact the Corporate Policy Unit by emailing policy@lincoln.gov.uk or by calling 01522 873 315

How can I access the personal information you hold about me?

You have the right to request access to your information, to request that it be rectified if incorrect, to object to or restrict its processing and to its erasure in certain circumstances.  

If you want to know more about your rights relating to the personal information we hold about you or you have a complaint regarding the way we have handled your personal information please contact our Data Protection Officer (DPO@lincoln.gov.uk). If however you remain unhappy, then you have the right to complain to the Information Commissioner at: 

Information Commissioner.

Information Commissioner’s Office, 

Wycliffe House, 

Water Lane, 

Wilmslow,

Cheshire, SK9 5AF 

Telephone: 01625 545 700/01625 545 745 www.ico.org.uk

If you want to know more about your rights relating to your data or you have a query or complaint regarding the way we have handled your data please contact our Data Protection Officer: dpo@lincoln.gov.uk.