Bristol City Council is the data controller for the purposes of the Data Protection Act 1998 and other regulations including the General Data Protection Regulation (Regulation (EU) 2016/679), which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information and who we may share it with. We may update this privacy notice from time to time. When we do this, we will communicate any changes to you and publish the revised privacy notice on our website. Our main address is City Hall, College Green, Bristol, BS1 5TR and our contact details can be found at https://bristol.gov.uk.
For the SONNET project building manager and citizen surveys BCC is the data controller and Bristol Energy Network is the data processor.
What data we need to collect and use
For the implementation, delivery, and monitoring and scale up of the SONNET project we will process some or all of the data below. Data will be collected via online, face to face and telephone surveys.
Building manager survey:
- Contact information: Title, First name, Last name, phone email, address.
- Contact information: Title, First name, Last name, phone email, address, Ethnicity, Gender, Sexuality
Where we have received your data from a third party:
We get most of this information from you and from what we learn about you through the surveys administered by Bristol Energy Network.
How we use your personal information
We use this information for one or more of the following reasons:
Data will be gathered through a paper questionnaire and online via Survey Monkey. Paper surveys will be inputted manually in to Survey Monkey then destroyed.
We will use this information for the implementation, delivery, and monitoring and scale up of the SONNET project. This would involve processing of personal data to help evaluate and develop the project. Bristol City Council will use the data for the engagement with interested people by direct contact or by newsletters and to process along with Bristol Energy Networks to engage people with the project. This information will also be used to contact participants to keep them informed about changes on the project.
How long we will keep your data for:
We will hold this information for as long as it is needed or we are required to do so by law. In practice this means that your personal information may be retained for the relevant period listed below:Partners in the SONNET project need to hold some of the collected data at least for 5 years after the end of the SONNET project final balance is paid, in accordance with the European Union’s Horizon 2020 Research and Innovation programme’s grant agreement No 691735, article 18 Keeping records – supporting documentation.
- Personal data will be held for the duration of the SONNET project until May 2021
Who we share your data with and why:
Sometimes we may need to share your information, but we will only do so where we have your consent or it is necessary or required by law. We will only share the minimum information for each circumstance. We also use data processors to support our activities, for example by providing systems we need or delivering services on our behalf. These processors are:
- Bristol Energy Network (insert link to privacy notice). On behalf of the city council they are administering the survey and data collection within the project. They will use Survey Monkey to administer the survey
- Survey Monkey. Their privacy notice can be found here https://www.surveymonkey.co.uk/mp/legal/privacy-policy/
Will my personal data be sent outside the UK?
- Personal data processed by Survey Monkey will be sent outside the UK in line with the circumstances outlined in their privacy notice and is safeguarded by the standard contractual clauses adopted by the European Commission that enable the safe transfer of data under EU law.
- No other personal information is routinely sent or held outside the UK. Should the transfer of personal information outside the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the data.
What is the legal basis for our use of your personal information?
The information below shows the legal bases we are relying on to use your personal information. You can see a list of the full legal bases we may rely on by looking at our main privacy notice.
Our legal basis for using your personal information is consent.
Our legal basis for using your special category data i.e. ethnicity, sexuality is explicit consent, You can withdraw your consent for us to process your information at any time by contacting us at the contact details provided below.
Your rights as a data subject:
The law gives you a number of rights to control what and how personal information is used by us, including the right to access a copy of your personal information and withdraw your consent when we rely on your permission to use your personal data. Full details about your rights can be found in our main privacy notice. To access a copy of your personal information, more details and how to make a request can be found on our website here. To update or correct your information if it is inaccurate please contact Citizens Services here.
You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at firstname.lastname@example.org or by writing to our data protection officer at:
Data Protection Officer
Bristol City Council
If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Fraud Prevention and Detection:
Bristol City Council is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing, administering public funds, or where undertaking a public function, in order to prevent and detect fraud. For more information visit www.bristol.gov.uk/data-protection-foi/fraud-prevention-and-detection.