User experience research privacy notice

The data controller for the information we collect

Leeds City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations, including the UK General Data Protection Regulation, which means it determines what your data is used for and why it is collected. The purpose of this privacy notice is to tell you about what information we collect about you when you use our service, how we use that information, and who we may share it with. The contact details of the data controller are Leeds City Council, Merrion House, 110 Merrion Way, Leeds, LS2 8BB.

The data we will collect

We ask for contact details so we can arrange the research activities and tell you about them.
We may ask for more details about you, such as your age, gender, or postcode. This is so we can be sure we are hearing from a wide range of people and better analyse our research.

We may also ask you more sensitive questions, such as whether you have a disability or your ethnic background. We use these details to help us understand how our services affect people from different backgrounds.

We make a record of what you tell us and what happens during research activities so we can study these later. With your permission, we may also record audio or video.

These records are only shared with relevant staff and suppliers to Leeds City Council. They are never shared in public. We keep what we share to a minimum.

How we collect information about you

We collect information about you from you directly (for example, by asking you to complete one of our forms, via the telephone through our contact centre or face-to-face). We may also obtain your information from other sources, such as collecting data from your device during research activities to better understand how you use it (for example, on the screen you clicked, device type, configuration, and IP address).

Why we process your data

We use your information for research purposes

All the data collected will be treated in strict confidence and in accordance with the requirements of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR). The data provided by you will only be used for the purpose(s) specified.

Lawful basis for processing

We will process your data in accordance with UK GDPR Article 6(1).

The processing shall be lawful only if and to the extent that the following applies:
Article 6(1)(a): Your consent
Article 9(2)(a): Your explicit consent

You have the right to withdraw your consent from participating in the scheme / service at any time. Withdrawing your consent will not affect any services or benefits you receive from the Council. If you decide that you no longer wish to participate in the scheme, please contact us.

Data retention, storage and destruction

Our data retention policies and procedures are designed to help ensure that we comply with our legal obligations in relation to the retention. This means that your information will be kept for 3 years after we cease to provide the scheme, unless the law says that we need to hold it for longer or if there is a business requirement to do so. After this, your information will be deleted or archived.

We share your data with agencies shown below as follows:

your personal data will be processed by relevant teams within Leeds City Council. Our suppliers may also process your data on our behalf but never for their own purposes.
when we share the results of our research in public or with other organisations, we anonymise these so no one can see who took part in the research.

In addition, we will share your personal data:

where such disclosure is necessary for compliance with a legal obligation to which we are subject
in order to protect your vital interests or the vital interests of another natural person
for the purposes of security and prevention of fraud and other criminal activity
where such disclosure is necessary for the establishment, exercise, or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure

Automated decision making

Your data will not be used for any automated decision-making, including profiling.

Your rights

The following rights under data protection law are applicable for this processing:

the right to access—you can ask for copies of your personal data
the right to rectification—you can ask us to rectify inaccurate personal data and to complete incomplete personal data
the right to erasure—you can ask us to erase your personal data
the right to restrict processing—you can ask us to restrict the processing of your personal data
the right to data portability—you can ask that we transfer your personal data to another organisation or to you, specifically where we are processing data based on consent
the right to complain to a supervisory authority—you can complain about our processing of your personal data
the right to withdraw consent—to the extent that the legal basis of our processing of your personal data is consent, you can withdraw that consent

The right to object to processing (you can object to the processing of your personal data) will not apply.

These rights are subject to certain limitations and exceptions. You can learn more about your rights through the ‘your individual rights' page on the right and the Information Commissioner's Office.

Please click on the individual rights page to exercise any of the above rights in relation to your personal data.

Contact Us

Name: User experience team

Email: userexperience@leeds.gov.uk

Data Protection Officer

Aaron Linden
Head of Information Management and Governance - Data Protection Officer
Leeds City Council
Merrion House
110 Merrion Way
Leeds
LS2 8BB
DPO@leeds.gov.uk

The Council privacy notice is available online.

If you are unhappy with the way in which your information has been handled, you should speak with the specific service in the first instance.

Any data protection complaints about how the council has processed your personal data will be handled in accordance with the council's complaints policy. You can find out how to submit a complaint online.

You can refer to the Information Commissioner if you consider that there has been an infringement of data protection legislation. Further details can be found on the Information Commissioner's Office website.

Changes to this notice

We keep our privacy notice under regular review. We will notify you of significant changes to this notice by email or other means as appropriate. This privacy notice was last updated 4 November 2024.

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