Coventry City Council (the Council) complies with the Data Protection Act and the UK General Data Protection Regulation (GDPR) and is registered with the Information Commissioner’s Office (ICO) as a Data Controller. This Privacy Notice explains how the personal information associated with the above-named survey is going to be used, what for, who it will be shared with and why.
Why we collect and use Personal Data about you
This notice applies to the Personal Data and Special Categories of Personal Data that the Council will collect from you, if you choose to complete the online Procurement Services Equality, Diversity and Inclusion Survey (the Survey).
The Personal Data and Special Categories of Personal Data collected will be diversity information about your organisation’s Business Owners. Following completion of the Survey, the Council will process (e.g., collect, analyse, record, share) your organisation’s Business Owner’s diversity information to assist with producing a wider programme of targeted engagement with local businesses.
The aim of the Survey is to improve the Council’s future sourcing requirements by seeking to understand from local businesses, in particular small and medium-sized enterprises (SMEs), the following:
- what they consider to be the barriers to entry in accessing and tendering for Council contracts, and
- what the Council can do to enable opportunity on future tender activity
Completion of the Survey is entirely optional but providing a complete survey response will provide a better opportunity for the Council to improve its sourcing processes, which are inclusive of all local businesses. Your organisation’s information will only be processed if you choose to complete the survey. Once the survey response data is submitted, our legal basis for processing your Personal Information is ‘public task in the public interest’ and ‘substantial public interest’.
What information do we collect about you?
We are collecting a minimum amount of Personal Data about your Organisation’s Business Owners and Special Categories of Personal Data as follows:
- Gender identity,
- Age range,
- Ethnic origin,
- Religion,
- Physical or mental impairment,
- Sexual orientation
Business Owner’s names and date of birth is not being collected for the purposes of the Survey.
The Council will only process your Business Owner’s Personal Data and Special Categories of Personal Data for the purposes of analysis, where you have provided it.
Who we share your personal Data with
The Council is carrying out this survey to ensure that equality, diversity and inclusion is embedded within its Procurement policies, procedures and activities and any feedback your organisation provides within the Survey response, will be kept confidential and safeguarded.
The survey response data will be analysed by the Council’s Procurement Services Team, to produce a programme of targeted engagement with local businesses.
We may use the information provided in the survey to contact you in relation to follow up targeted engagement activities. By participating in these events, some information about you may be identifiable – but we will always explain the nature of the event in advance, and it is your choice whether to participate.
Anonymised top-level data may be shared with other teams across the Council e.g. HR, to demonstrate survey results & associated targeted engagement action plan and subsequent year on year trends.
Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
How long will we keep your information?
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Your Rights
You have the right to:
- Ask to see the personal information we hold about you
- Ask us to change information we hold about you if it is wrong
- Ask us to delete the information we hold about you
- Ask us to limit the way we use your personal Information
- Complain to the Information Commissioner’s Office
To exercise any of these rights please contact email procurement.services@coventry.gov.uk [mailto:procurement.services@coventry.gov.uk]
Complaints
You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Team (DPO) and request a review of the decision.
If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner’s Office at:
The Information Commissioner’s Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF.