Conwy and Denbighshire Public Services Board

Building better communities

Conwy & Denbighshire Public Services Board

Privacy Policy

Conwy and Denbighshire Public Services Board (PSB)
Privacy notice – Engagement activity & Community Green Pledges Scheme

In accordance with General Data Protection Regulation (GDPR) which came into force on 25th May 2018, this notice sets out what the Conwy and Denbighshire Public Services Board (PSB) will do with any personal or special category data collected as part of our engagement activity and our Community Green Pledges scheme.

We will regularly review this notice to make sure we include any further changes that are communicated by the Information Commissioner’s Office.

1. The collection of personal data

As part of its work for the Conwy and Denbighshire PSB sometimes conducts community and partnership engagement activity, to help shape and inform the Board’s strategic planning activities and projects and to help monitor and report on our performance. This activity may be in the form of online surveys, feedback forms, e-mail contact, focus group sessions, face-to-face interview or other types of consultation and participation. As part of this engagement activity we may collect personal information from you, to help us better understand who is engaging with us and to allow us to keep in touch with you.

For our Community Green Pledges scheme we are encouraging groups (such as community, voluntary, businesses, social enterprises etc) to sign up to make green changes with the aim of reducing environmental impact. As part of the awards process of this scheme we are requesting that groups complete a self-assessment form to evidence their achievements. Groups must provide their contact information (name and email address) so we are able to review the information and award the relevant pledge status.

2. What do we mean by personal and special category data?

Personal information or data means anything that can be used to identify an individual. Special category data is personal data that may be particularly sensitive, such as data about race, health or political affiliations, and usually needs to be treated more carefully.

Each engagement is different, but examples of personal and special category data that can be collected include:

  • name
  • contact information such as your home or business address, your e-mail address or phone number
  • your survey responses
  • information that relates to protected characteristics under the Equalities Act 2010 such as
  • age
  • gender
  • ethnicity
  • disability
  • sexual orientation
  • nationality

3. What is happening with your information?

Personal data is only collected when you give us permission to do so, and we will make clear what we are using the information for when we collect it. You can choose not to provide any or all of the personal data we ask for.
Contact details are collected to help us keep in touch with you about any progress or developments with the issues you engaged with us about.

4. Who is your information shared with?

The personal and special category data you supply as part of any engagement activity conducted by the Conwy and Denbighshire PSB will be used by PSB officers to contact you about the engagement activity, but will not be shared further within the PSB organisations or any third party, unless there is a legal basis whereby we are obliged to do so.
If there is an exception where the data is to be shared elsewhere, it will be clearly stated at the start of the engagement.

5. How long will we keep this information?

We will not keep personal or special category data collected during engagement activity for longer than 12 months unless you have given specific permission for us to keep your contact details so we can keep in touch or for future marketing purposes.

6. Your rights under GDPR

You have the right to:

  • have access to the personal information that the Conwy and Denbighshire PSB is processing about you;
  • require Conwy and Denbighshire PSB to rectify inaccuracies in that information;
  • the right (in some circumstances) to object to processing on grounds relating to your particular situation;
  • the right to restrict processing (in some circumstances);
  • lodge a complaint with the information commissioner who is the independent regulator for data protection.

7. Our contact details

To find out more about the information which the Conwy and Denbighshire PSB holds and how we use it, or if you wish to exercise your rights under the GDPR, please contact us at:
Email: countyconversation@conwy.gov.uk

Contact details for the Information Commissioner’s Office

Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH

E-mail: wales@ico.org.uk
Phone: 029 2067 8400
Fax: 029 2067 8399

Conwy & Denbighshire PSB