Privacy Notice – Roots to Recovery project development questionnaire

The project team is Graham Peake (lead officer for the proposed project) and Tom Moses, part of the Discovery Team at Pembrokeshire Coast National Park Authority and working on development of the Roots to Recovery project brief.

We will use the information you provide to:

• Find out what might make it difficult for certain groups or people to get out and about in the National Park
• Find out how often people in particular user categories are able to get out and about in the National Park
• Understand the preferences groups and individuals might have for a project that sets out to provide supported volunteering opportunities in and around the National Park
• Make recommendations that can be used to develop the proposed project ahead of an application for funding.

The purpose of the questionnaire is to collect the views of individuals concerning the proposed project, Roots to Recovery.  The information will be used to develop the project brief ahead of an application for funding.

The lawful basis for processing the data is consent.  Individuals must give us clear consent for us to process their personal data for the purpose outlined above.

What personal data is being collected?

• Name and contact details are only requested from individuals who might be interested in taking a more active role in the project in the future.  The contact details will be kept separately and not linked to your responses to the questions.  The survey can be completed anonymously.
• The following special category data will be collected as part of the survey: data concerning health. When the data is downloaded for analysis sensitive category data (personal data concerning health) will be coded, and kept separately from and not linked to your contact details. All data will be stored securely online and password protected.

What is our legal basis for processing your personal data?

The General Data Protection Regulations (GDPR) requires specific conditions to be met to ensure that the processing of your personal data is lawful. These relevant conditions are below:

Contact Details

• Article 6 (1)(a) Consent: the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

Data concerning Health (Special Category Data)

• Article 9(2)(a) Explicit Consent: the data subject has given explicit consent to the processing of those personal data for one or more specified purposes. Article 6 (1)(a) Consent: the data subject has given consent to the processing of his or her personal data for one or more specific purposes;

Data Processor – Online Survey Tool (SurveyMonkey)

Your answers to our questions will be stored securely online in our survey tool. This survey uses the online survey tool SurveyMonkey for collection of data. The data collected via SurveyMonkey is hosted in the United States, Canada and Ireland. SurveyMonkey has issued assurances that they meet GDPR standards; GDPR compliance on SurveyMonkey.

Who will we share your information with?

We will only share information provided as part of the survey for the following reasons:

• Anonymous data: At the end of the period planned to circulate the questionnaire and collate responses we will provide the team responsible  for developing the Roots to Recovery funding application  with truly anonymous data (we will review data before passing it on to ensure that individuals cannot be identified from the content).
• Contact Details: We will also pass on the contact details of people who want to be involved in the project in the longer term (subject to additional agreement of those individuals at that time) to the Roots to Recovery project team.  You can request at any time for your contact details provided as part of this survey to be deleted by e-mailing Graham Peake.

How long do we keep hold of your information?

We will delete the completed questionnaires from the Survey Monkey platform within 2 weeks of receipt. We will retain the information provided by you in this questionnaire for no more than six months. Contact details (if provided) will be held subject to individual approval and will be deleted from our systems within 1 year unless subsequent approval is given by the named individual.

Your Rights

Under the General Data Protection Regulation 2016 and Data Protection Act 2018, you have rights as an individual including:

• The right to Rectification – you have the right to ask to have your information corrected.
• The right to Restrict processing may apply – you may request that we stop processing your personal data however, this may delay or prevent us delivering a service to you. We will seek to comply with your request but may be required to hold or process information to comply with our legal duties.
• The right to Object – this is not an absolute right and will depend on the reason for processing your personal information.
• The right to not be subject to Automated decision making and profiling.
• The right of Access – you have the right to ask us for copies of your personal data.

To make a request in relation to data collected as part of this survey, please email Graham Peake.

Complaints or Queries

Pembrokeshire Coast National Park Authority endeavours to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this seriously. We encourage people to bring to our attention if they believe that our collection or use of information is unfair, misleading or inappropriate. This privacy notice does not provide exhaustive detail of all aspects of our collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below:

Data Protection Officer, Pembrokeshire Coast National Park Authority, Llanion Park, Pembroke Dock, Pembrokeshire, SA72 6DY
Email Data Protection Officer, Pembrokeshire Coast National Park Authority
Telephone: 01646 624800

If you want to make a complaint about the way we have processed your personal information, you can contact the Information Commissioner’s Office as the statutory body which oversees data protection law:

Information Commissioner’s Office – Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH

Telephone: 0330 414 6421
Email Information Commissioner’s Office – Wales

Our Contact Details as Data Controller are

Pembrokeshire Coast National Park Authority, Llanion Park, Pembroke Dock, Pembrokeshire, SA72 6DY
E-mail Pembrokeshire Coast National Park Authority
Telephone: 01646 624800

Pembrokeshire Coast National Park Authority is registered as a Data Controller with the ICO (Information Commissioners Office). Registration number: Z6910336.

Our Data Protection Officer’s information is detailed above in the Complaints and Queries section.

Changes to this privacy notice

We keep our privacy notice under regular review.