Privacy and Personal Data

South Hams District Council are committed to protecting and respecting your privacy and will inform you of how we process your information.

Privacy Notice – Commonplace

South Hams District Council takes your privacy seriously.

We will use your information in order to undertake community engagement through surveys and consultations. This notice sets out what we will do with your personal information and who we may share it with in respect of the above. 

What information about you do we collect? 

Depending on the consultation being undertaken, we may collect the following information: 

  • Name 
  • Address 
  • Age 
  • Gender 
  • Sex 
  • Sexual orientation 
  • Disability status 
  • Religion 
  • Ethnic or cultural origin 
  • Marital status 
  • IP address 

How do we collect information about you? 

Relevant personal data will be collected: 

  • Direct from you as the data subject when you complete a survey we have sent to you. 

How will your personal data be used? 

Your personal data will be used in the following ways: 

  • To accurately analyse and feedback the views of our local communities and residents. 

The Legal basis for processing your data 

Article 6 1(c) as the processing is necessary for the compliance of a legal obligation to which the controller is subject. 

The Councils are legally obligated under the Community Empowerment Act 2015 to engage with our residents and communities. 

Article 6 1(e) as the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. 

The Councils have a public duty under the Community Empowerment Act 2015 to engage with our residents and communities. 

Special category data is processed under the following Legal basis: 

Article 9 2(g) as the processing is necessary for reasons of substantial public interest, on the basis of domestic law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject domestic law. 

Who will your personal data be shared with? 

Your data will be managed and accessible by our staff who need to do so in order to analyse consultation responses. 

The Councils will never sell your data to anyone else. 

Transferring of data outside of the EU 

Your data will not be transferred outside of the EU. It will be securely stored electronically within the UK only, unless it was necessary for safeguarding or for the prevention and detection of crime. 

Length of time we keep your information  

The Councils will retain personal data for no longer than 6 years from the date the consultation has ended. 

Individual rights

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website.

If you would like to exercise any of these rights, please email the data protection officer.

The Data Controller for your information

South Hams District Council
Follaton House
Plymouth Road
Totnes
Devon
TQ9 5NE

The Data Processors for your information 

Your personal information will be processed by Commonplace, who provide the consultation platform. The Council has strict agreements in place with Commonplace to ensure your information is protected. 

More information about how Commonplace will process your information can found by accessing the links below to their privacy and cookie policy: 

Data Protection Officer

We have a duty to appoint a Data Protection Officer. Our Data Protection Officer is Drew Powell.

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by

  • Email
  • Telephone - 01822 813600
  • Writing to them at the address above

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner's Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:

  • Telephone them on 0303 123 1113
  • Visit their website at www.ico.org.uk/concerns
  • Write to them at:
    Information Commissioner's Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF