Corporate Consultation - privacy notice

Derby City Council is the local government unitary authority for Derby city. Our address is Council House, Corporation Street, Derby, DE1 2FS. You can contact our Data Protection Officer on 01332 640000 or by email at data.protection@derby.gov.uk.

How do we collect information from you?

We collect information from you when you visit LetsTalkDerby.co.uk, when you fill in any MSForms (the Council’s procured engagement / consultation platform), also when you contact us in writing, speak to us on the phone, by email or any other type of electronic communication, or talk to us face to face. We may collect information from a setting you attend, such as a school or care home, where this data collection is necessary for the following purposes listed.

What types of information do we collect from you?

We collect different categories of information about you, depending on the survey or engagement you are respondng to. This could be personal information, for example your name and address, or other more sensitive data that we would only collect and use in very particular circumstances that are set out in law.  

The Data Protection statement at the start of each survey will clearly define what use will be made of the information you provide.

Details of information obtained from third parties?

No information is obtained from third parties.

How is your information used?

You will be asked for your consent at the beginning of every online survey. Where we have your consent we may use your information to:

• Inform the decision on which the consultation subject matter is based or the formation of the policy, service or event that the consultation is concerned with;
• Help us understand who takes part in our consultation in terms of gender, age, ethnicity and other demographic factors and how views differ across respondents;
• Send you communications which you have requested and that may be of interest.

If you decide to opt out you are able to do so at the beginning of the survey before any data is submitted and close your browser. If you wish to opt out after you have submitted your personal details at any stage, you can do so by contacting the consultation team at LetsTalkDerby.gov.uk.

What is the lawful basis?

The legal basis for data processing we are relying on comes from Article 6 of the UK General Data Protection Regulations (UK GDPR). The following sections apply:

• (b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract. This will only apply to individual contract i.e. contracts of employment and not other commercial contracts.
• (c) Legal obligation: the processing is necessary for you to comply with the law (not including contractual obligations).

We process personal information where necessary to comply with our legal obligations, to perform tasks carried out in the public interest, or in the exercise of official authority vested in the Council, as provided for by Article 6(1)(c) and Article 6(1)(b) of the UK GDPR, together with relevant legislation including the Acts and Regulations listed: 

• Data Protection Act 2018
• UK GPDR 2021
• Data (Use and Access) Act 2025 (DUAA) 
• Local Government Acts 1972; 2003
• Local Government Act 1974
• Localism Act 2011

Research and statistics

Anonymised and pseudonymised data may be used for research and statistical purposes. Any data collected may be used for research and statistical purposes that are relevant and compatible with the purpose that the data was collected for.

Who has access to your information?

We may share your information with the following third parties for the reasons detailed;

• A research company that we have commissioned to undertake consultation on our behalf – if this is the case it will be clear on all consultation materials that an external agency is conducting the consultation on our behalf. They are governed by and compliant with UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
• Internally with Council departments for the purpose of:
  • Giving feedback gathered in the consultation to the services to inform their work
  • At the consultees request where they have asked that we pass on their details to the relevant department to address a particular issue or concern
  • Where a safeguarding concern has been raised in a consultation response
• Statutory agencies, such as the Police or National Fraud Authority – we may share your information with statutory agencies in line with our legal obligations and/ or in completion of our public tasks.
• Software suppliers that host the consultation platform LetsTalkDerby will collect personal information via the website as part of your consultation or survey response and to monitor the usage of the platform. You can view their privacy notice.

We will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.

What are your rights?

• Access – you can request copies of any of your personal information that is held by the Council.
• Rectification – you can ask us to correct any incorrect information.
• Deletion – you can ask us to delete your personal information. The Council can refuse to delete information if we have a lawful reason to keep this.
• Portability – you can ask us to transfer your personal data to different services or to you.
• Right to object or restrict processing – you have the right to object to how your data is being used and how it is going to be used in the future.
• Right to prevent automatic decisions – you have the right to challenge a decision that affects you that has been made automatically without human intervention, for example an online form with an instant decision.

How long will we keep your information for?

We keep and dispose of all records in line with our record retention schedule. We will comply with Data Protection legislation.

What security precautions are in place to protect the loss, misuse or alteration of your information?

We are strongly committed to data security and will take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard the information you provide to us. However, we cannot guarantee the security of any information you transmit to us. We recommend that you take every precaution to protect your personal information.

Keeping your data up to date

We want to ensure any information we hold is accurate. You should check and update your personal information through Employee Self-Service or by promptly informing us of any changes to the information we hold about you.

Details of any automated decision processes

No automated decision making will take place as a result of you providing information through a consultation.

Under 13

If you are accessing online services and are under the age of 13, please get your parent or guardian's permission beforehand whenever you provide us with personal information.

Complaints

If you would like to make a complaint regarding the use of your personal data, you can contact our Data Protection Officer:

• by post: Information Governance, Council House, Corporation Street, Derby, DE1 2FS
• by phone: 01332 640000
• by email: data.protection@derby.gov.uk

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO):

• by post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• by phone: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number)

Alternatively, visit ico.org.uk or email casework@ico.org.uk.