The following is to explain your rights and give you the information you are entitled to under the Data Protection Act 2018 and the General Data Protection Regulation (“the Data Protection Legislation”). This notice only refers to your personal data (e.g. your name, email address, and anything that could be used to identify you personally) not the content of your response to the survey.
- The identity of the data controller and contact details of our Data Protection Officer
The Department for Digital, Culture, Media and Sport (“DCMS”) is the data controller. The Data Protection Officer can be contacted at firstname.lastname@example.org
You can find out more here:
- Why we are collecting your personal data
Your personal data is being collected as an essential part of the consultation process, so that we can contact you regarding your response and for statistical purposes such as to ensure individuals cannot complete the survey more than once.
- Our legal basis for processing your personal data
The Data Protection Legislation states that, as a government department, the department may process personal data as necessary for the effective performance of a task carried out in the public interest. i.e. a consultation.
We will not:
sell or rent your data to third parties
share your data with third parties for marketing purposes
use your data in analytics
We will share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime.
- With whom we will be sharing your personal data
Copies of responses may be published after the survey closes. If we do so, we will ensure that neither you nor the organisation you represent are identifiable, and any responses used to illustrate findings will be anonymised.
Qualtrics is the online survey platform used to conduct this survey. They will store the data in
If you want the information that you provide to be treated as confidential, please be aware that, under the FOIA, there is a statutory Code of Practice with which public authorities must comply and which deals, amongst other things, with obligations of confidence. In view of this, it would be helpful if you could explain to us why you regard the information you have provided as confidential. If we receive a request for disclosure of the information, we will take full account of your explanation, but we cannot give an assurance that confidentiality can be maintained in all circumstances. An automatic confidentiality disclaimer generated by your IT system will not, of itself, be regarded as binding on the Department.
- For how long we will keep your personal data, or criteria used to determine the retention period.
Your personal data will be held for two years after the survey is closed. This is so that the department is able to contact you regarding the result of the survey following analysis of the responses.
- Your rights, e.g. access, rectification, erasure
The data we are collecting is your personal data, and you have considerable say over what happens to it. You have the right:
- to see what data we have about you
- to ask us to stop using your data, but keep it on record
- to have all or some of your data deleted or corrected
- to lodge a complaint with the independent Information Commissioner (ICO) if you think we are
not handling your data fairly or in accordance with the law.
You can contact the ICO at https://ico.org.uk/, or telephone 0303 123 1113. ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
- Your personal data will not be sent overseas.
Limited data may be held securely on the Qualtrics server in the USA.
- Your personal data will not be used for any automated decision making.
- Your personal data will be stored in a secure government IT system.
We are committed to doing all that we can to keep your data secure. We have set up systems and processes to prevent unauthorised access or disclosure of your data – for example, we protect your data using varying levels of encryption.
We also make sure that any third parties that we deal with keep all personal data they process on our behalf secure.
- Changes to this policy
If these changes affect how your personal data is processed, DCMS will take reasonable steps to let you know.
28 August 2020