HIWFRS YSYS Privacy Policy

Purpose and lawful basis for processing

Our purpose for processing your personal data is to seek your views on a variety of topics the Service is reviewing. This will include, but not be limited to, general perception, fire safety messaging, and upcoming projects such as those identified within our Safety Plan.

The lawful basis we are relying on to process your personal data is your consent under article 6(1)(a) of the UK GDPR. When we collect some demographic information such as whether you have a disability or your ethnicity, we also need your consent (under article 9(2)(a)) as this type of information is classed as special category data.

What we need

If you are signing up to HIWFRS YSYS, we’ll need your name, email address and some basic demographic information – where you live, what year you were born, your sex, your ethnicity, your history with the service, whether you have a disability. Whilst not mandatory that you provide the demographic data, it aids us in ensuring our panel is representative of the population of Hampshire and Isle of Wight.

Each survey we send will have a specific set of questions relating to a key topic. Your email address will be used to link answers to demographic data to build a picture of views across Hampshire and Isle of Wight. We will process any other personal data you choose to provide in your response to the survey questions.

What we do with it

The personal information you provide will be used in the management of the HIWFRS YSYS panel. We will use:

• Your email address to keep you updated on the latest engagement opportunities
• Your sign-up form information to identify which demographic of our population you represent
• An analysis of your answers to provide insight

We may publish a summary of the consultation responses and, in some cases, quote responses in our reports. Published responses will always be anonymised and will not contain any personal data.

How long do we keep your data?

We will store your sign-up information on an ongoing basis, for as long as we operate the HIWFRS YSYS panel or until you ask us to remove your data.

We may keep the data you provide in our Surveys for up to five years.

We rely on consent to process your personal data which means you have the right to withdraw your consent at any time. To withdraw your consent you can:

• Unsubscribe from HIWFRS YSYS emails and panel clicking “Unsubscribe” at the bottom of any HIWFRS YSYS email
• Unsubscribe and request removal of your data by emailing engagement@hantsfire.gov.uk

What are your rights?

For information on your rights, please see our main privacy notice.

Contact details for our Data Protection Officer can be found on our main privacy notice.

If you are unhappy with the way in which we have processed your personal data, you can make a complaint to us, or email our Data Protection Officer at dp@hantsfire.gov.uk. We will investigate and respond within 20 working days.

If we are unable to resolve your complaint, you can complain to the Information Commissioner’s Office as the UK supervisory authority.

Do we use any data processors?

Yes.

We use Campaign Master (UK) Ltd, a UK-based email marketing supplier, to store your sign-up information and to email you links to surveys. You can read their privacy notice here.

We use SmartSurvey, a UK-based provider, to gather survey responses. Any data processed by SmartSurvey for HIWFRS is stored on UK servers. You can view how they protect your data here and also SmartSurvey’s privacy policy.

Do we transfer data overseas?

No. The collection, processing, sharing, storage and deletion of your personal information will be managed in accordance with the UK GDPR and all other relevant legislation.