Participation Survey Privacy Notice
This Privacy Notice explains who is processing your data, the personal data we collect, how we use it, who we share it with, and what your legal rights are.
Who is the Data Controller?
The Department for Digital, Culture, Media, and Sport (DCMS), is the controller of personal data provided by respondents to the Participation Survey.
Our postal address is:
Department for Digital, Culture, Media and Sport, 100 Parliament St, Westminster, London SW1A 2BQ
You can contact our Data Protection Officer by email at: dcmsdataprotection@dcms.gov.uk
Who is the Data processor and sub processors?
We use a third party processor, Kantar Public. Kantar Public administers the Participation Survey on our behalf, and carries out statistical analyses of the survey results in accordance with our instructions. We have a contract in place with Kantar Public. This means that they cannot do anything with your personal data unless we have instructed them to do it. Kantar will not share your personal data with any organisation apart from DCMS, except where we authorise them.
What is the legal basis for collecting and processing data?
DCMS is the government department responsible for delivering government policy on arts and culture, communications and media, sport, tourism, building a shared society and digital connectivity. Our activities are based on the exercise of executive and statutory powers.
DCMS has an obligation to compile and publish Official Statistics relating to the policy areas we cover. Publishing Official Statistics derived from the Participation Survey is intended to:
- Inform the public about social and economic matters surrounding DCMS sectors.
- Assist in the development and evaluation of public policy, to refine and provide better services to the public.
- Regulate quality and inform changes to improve support for and development of DCMS sectors.
DCMS’s legal basis for processing on the Participation Survey is that it is necessary for the performance of a task in the public interest, as the information gathered helps DCMS to monitor the policies it oversees.
When Kantar Public conducts surveys, their invitations/platforms and questionnaires clearly identify them and explain the purpose(s) of their contact and if applicable, the purpose for collecting your personal data. You may decline to answer any questions or withdraw from participation in a survey at any time.
When Kantar Public have contacted you on behalf of DCMS by email or by post, they have done so for the following purposes:
| Case | Purpose | Data collected/processed | Legal Basis |
| Inviting you to participate in surveys | To provide the opportunity for a representative sample of individuals to participate in surveys | Postal address, email address | Legitimate interest. Kantar Public has a legitimate interest to contact a representative sample of individuals to invite them to participate in surveys. |
| Surveys | To understand your views about certain products and services or to understand your behaviour in different situations. To validate answers you gave in a recent survey Kantar Public conducted. To administer participation e.g. prize draws, incentives, pre-tasks etc. To re-contact participants e.g. for ongoing and follow-up surveys. | Name, unique identifier, email address, voice, image, opinion, ethnicity, religion, data concerning health, sexual orientation | Voluntary participation in a survey whereby Kantar Public ask for your consent to use your personal data. |
All research for this project is being carried out in compliance with the Data Protection Act 2018. For further information, see the Information Commissioner’s Office website.
Who will we share your data with?
We have authorised Kantar Public to share your personal data with:
- Companies within the Kantar Public group.
- Greens Ltd (printing suppliers): address level information is provided to Greens Ltd in order to print survey invitations and questionnaires. Data is erased from their records after 30 days.
- Perks (corporate incentive supplier): Signing up for Perks is entirely optional, however, if you do sign up they will hold your personal data for a maximum of two years in the US. Perks will do so in case of any issues which you may have with your gift card.
Greens Ltd and Perks have contracts in place with Kantar Public which prevent them from using your personal data except as instructed by Kantar Public.
Will my data be published?
We will publish Official Statistics derived from the Participation Survey data on gov.uk. The published information will not contain your name, address, telephone number or email address.
An anonymised dataset containing answers from the survey will be available to researchers via an end user agreement licence or special licence on the UK data service, a national data service that provides research access to a range of social and economic data collections.
Who do we share your data with?
DCMS may share data collected in the Participation Survey with other government departments or the Office for National Statistics for research and statistical purposes. This data will not include information that can identify you, such as your name, address, telephone number or email address.
We will not share your information with any third parties for the purposes of direct marketing. In some circumstances we may be legally obliged to share information - for example under a court order.
How long will we process your personal data?
We will retain your personal data for no longer than 18 months, unless otherwise required to do so by law or in the following cases, where we will retain the personal information for up to 2 years.
- Where you have agreed to be re-contacted by us to validate your responses or take part in further research related to this survey on behalf of the government or a charity
- Where you have agreed that your name and contact details and information from this survey can be passed on to another research agency so that they can contact you regarding follow up research
As part of Kantar Public’s Company Business Continuity plan and as required by ISO 27001, ISO 9001, ISO 20252 certifications where held, and in certain instances the law, Kantar Public’s electronic systems are backed up and archived. These archives are retained for a defined period of time in a strictly controlled environment. Once expired, the data is securely deleted.
How will your personal data, including survey responses, be used?
Responding to this survey is entirely voluntary.
Kantar Public will keep all personal data and responses in strict confidence in accordance with this Privacy Policy. We can assure you that you will NOT be identifiable in any published results.
Kantar Public will use all personal data and responses solely for research purposes and to produce anonymous, statistical research findings and insights for DCMS.
Contact details and other information provided to the technical helpline will be used only for the purpose of dealing with the query raised.
How will we ensure your personal information is secure?
Kantar Public takes its information security responsibilities seriously and applies various precautions to ensure your information is protected from loss, theft or misuse. Security precautions include appropriate physical security of offices and controlled and limited access to computer systems.
Kantar Public has regular internal and external audits of its information security controls and working practices, and is accredited to the International Standard for Information Security, ISO 27001.
Your rights
To request access to personal data that we hold about you, you should submit your request in writing to the e-mail address or postal address shown above.
You have the following rights in relation to your personal data:
- Right to change your mind and to withdraw your consent
- Right to access your personal data
- Right to rectify your personal data
- Right to erase your personal data from our systems, unless we have legitimate interest reasons for continuing to process the information
- Right to port your personal data (portability right)
- Right to restrict processing of your personal data
- Right to object to the processing of your personal data
- Right to not be discriminated against for exercising any of the rights available to you under applicable data protection laws.
For further information, please visit the information commissioner’s office.
Cookies
Cookies are small text files stored on your computer or device by a website that assigns a numerical user ID and stores certain information about your online browsing. They are used by web developers to help users navigate their websites efficiently and perform certain functions. The website sends information to the browser which then creates a text file. Every time the user goes back to the same website, the browser retrieves and sends this file to the website’s server.
We do not use cookies on standard online in-house surveys. Where cookies are required by a partners platform, this is notified by the platform privacy notice/policy.
As is true of most online surveys, Kantar Public gather certain information automatically and store it in survey data files. This information may include things like Internet Protocol addresses (IP address), browser type, Internet service provider (ISP); referring/exit pages, operating system and date/time stamp.
Kantar Public use this automatically collected information to analyse trends such as browser usage and to administer the site, e.g. to optimise the survey experience depending on your browser type. Kantar Public may also use your IP address to check whether there have been multiple participations in the survey from this IP address.
Where will data be held and processed?
Your personal data may be collected, stored, transferred or processed by companies within the Kantar Group, or third-party service providers for research-related purposes, such as data processing, or incentives both within and outside the UK and the EEA. All parties are contractually bound to keep any information they collect and disclose to us or, we collect and disclose to them, confidential and must protect it with security standards and practices that are equivalent to our own. If your personal data has been transferred to, stored, or otherwise processed to a territory outside the EEA and that territory has not been recognised as providing an adequate level of protection of personal data; we will put in place an appropriate legal safeguard. For example, standard contractual clauses approved by the European Commission and other relevant authorities, working with parties that have implemented binding corporate rules or other intra-group processes, obtaining your consent to transfer personal data, where the transfer is necessary for the performance of a contract between Kantar or where a contract was entered into on your behalf, or where the transfer is necessary to establish, exercise or defend legal claims.
Accuracy
Kantar Public take all reasonable steps to keep your personal data accurate, complete, current and relevant, based on the most recent information provided to us. If you would like to update your personal data, please contact us using the details provided below.
Complaints
How can I contact DCMS about the Participation Survey and/or my personal data? For general Participation survey enquiries please contact ParticipationSurvey@dcms.gov.uk. For general information on how DCMS handles personal data, please read DCMS’s personal information charter. For any data protection queries, please contact the DCMS Data Protection Officer mentioning the Participation Survey: dcmsdataprotection@dcms.gov.uk, or call 0800 202 4971
If you have any questions, complaints or if you’d like to exercise your data protection rights you can do so by contacting our Data Protection Officer (DPO) using the details below: Data Protection Officer The Department for Digital, Culture, Media & Sport, 100 Parliament Street, London, SW1A 2BQ.
Email: DCMSdataprotection@dcms.gov.uk
If you are not satisfied with how we handle and protect personal information, you have the right to complain to the Information Commissioner’s Office.
In the UK, this is the ICO and their contact details are
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate)
Email: casework@ico.org.uk
Notification of material changes
We keep our privacy policy under regular review and it may be amended from time to time. We will always have the most up-to-date policy on this web page. We will record when the policy was last revised.
Date created: 16/07/21
Last revised: 26/08/21