Conwy County Borough Council is a Data Controller registered with the Information Commissioner’s Office.
The service that will be processing (using) your personal data is People and Perfomance - Corporate Improvement and Development Team.
The reason (purpose) it is necessary to process your personal data
As part of its work for Conwy County Borough Council and its partner organisations, the Corporate Improvement and Development Team (CIDT) sometimes conducts community and partnership engagement activity, to help shape and inform the Council’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, 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.
The personal data that will be collected and processed
Each engagement is different, but examples of personal data that can be collected include:
- name
- contact information such as your home or business address, your e-mail address or phone number
- web data such as location data, IP address, or cookies
- your survey responses
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, or if you register your interest in participating in future consultations or focus groups.
The lawful basis for processing your personal data
Consent: the individual has given clear consent to process their personal data for a specific purpose.
Details of any special category data collected and processed (if any)
Each engagement is different, but examples of special category data that can be collected include:
- age
- gender
- ethnicity
- disability
- sexual orientation
- nationality
- race / ethnicity
- religion
- marriage and civil partnerships
- carer responsibilities
- language preferences
- socio-economic data
Equalities information is collected in line with the Equalities Act 2010 and will only be used to ensure that the engagement activity is fairly representing the views of different people in our community. You can choose not to provide any or all of the equalities data we ask for.
The lawful basis for processing your special category data
Explicit consent.
How/where your data is stored
Conwy County Borough Council uses a variety of different systems to store and process your data, some of these are hosted internally, whereas others are hosted by third-party organisations on cloud based hosting.
The information that you provide will be held in the strictest confidence and used solely for the purposes stated above. We will have strict protocols in place, so that this information would only be accessible to the relevant individuals that require the information to carry out the analysis; it will not be accessible to the wider Authority.
How long your data will be held for
5 years.
Who your data may be shared with
The personal and special category data you supply as part of any engagement activity conducted by CIDT will only be used to inform council services, but will not be shared outside the organisation or with any third party, unless there is a legal basis whereby we are obliged to do so.
The Council is required by law to protect the public funds it administers and so may use any information you have provided for the prevention, detection and investigation of fraud and irregularity, for the performance of a contract, or, task carried out in the public interest, or to comply with a legal obligation. Part 6 of the Local Audit and Accountability Act 2014 and the Accounts and Audit (Wales) Regulations are the legal basis. If there is an exception where the data is to be shared elsewhere, it will be clearly stated at the start of the engagement.
Artificial Intelligence, Machine Learning and AI Large Language Models (GenAI) such as ChatGPT, Bard, Bing or other similar tools
Not applicable. The Council may from time to time use approved AI tools to help gain insight into anonymised data, we would not include identifiable data and would always follow our AI and IT security policies.
Your data rights
In law you have a range of rights over your personal data which include:
- the right to be informed
- the right of access to the personal data we hold about you
- the right to correct any inaccuracies within the personal data we hold
- the right to have your personal data deleted when it is no longer required
- the right in limited circumstances to restrict how your personal data is used
- the right to object to the use of your personal data
In the rare situations where we rely on consent as the lawful basis upon which we process your personal data, you may withdraw that consent at any time.
Please also see the Conwy County Borough Council Full Privacy Notice.
Any other relevant information (if required)
None.
Service contact
If you have any questions, please contact cidt@conwy.gov.uk.
Information Governance Unit
If you have any other questions about how your personal data is used, or you wish to exercise any of your rights referred to above, please contact the Information Governance Unit:
- by email: info-gov.unit@conwy.gov.uk
- by telephone: 01492 577215
- by post: Information Governance Unit, Conwy County Borough Council, PO Box 1, Colwyn Bay, LL29 0GG
If you believe we have failed to handle and manage your personal data appropriately you have the right to appeal to the Information Commissioner’s Office:
- by email: wales@ico.org.uk
- by post: Information Commissioner's Office - Wales, 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH