Dogs Trust Your Say Survey: Privacy Notice

In line with the new EU General Data Protection Regulation (GDPR), in this privacy notice for survey participants, we explain the legal basis for data processing for the Dogs Trust mini survey. This includes who will have access to your personal data, how your data will be used, stored, and deleted and who you can contact with a query or a complaint.

What is the legal basis for processing my data?

When you became an employee of Dogs Trust, you would have been provided information about how your personal data is used via the employee handbook. This will include processing that information and sharing data with third party. This will include the Institute of Employment Studies (IES) who are conducting the survey on behalf of Dogs Trust. Dogs Trust is the data controller for this project. This means that they are responsible for deciding the purpose and legal basis for processing data.  For this project, the legal basis for processing data is Article 6(1)(f) of the General Data Protection Regulation that states: “processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.”

Who will have access to my personal data?

The Institute for Employment Studies has been commissioned by Dogs Trust to carry out an employee engagement survey. Dogs Trust will share your data with a limited number of staff within IES for survey purposes.

What personal data will IES be provided with?

IES will have access to personal data: your name and email address (work or non-work). Non-work email addresses will be passed to IES for employees who are on long-term leave.

They will use this data for the survey distribution purposes:

-       To contact you with information about the survey and provide the web-link for completion of the survey, including a small number of reminders to complete within a specified timeframe.

What personal details will be collected?

The survey will ask questions about where and how you work, and what team you work in.It will also ask you for demographic data such as age, gender, ethnicity and whether you have caring responsibilities. The demographic data you provide will be used to analyse any differences or similarities in how Dogs Trust employees respond to the survey questions.  The survey is entirely voluntary, and you don’t have to respond to every question. This data will only be used for the purposes this survey.

How will my survey data be treated?

The email addresses provided to IES to process the distribution of the survey are stored in a secured folder on their servers, with only the researchers who need to process the survey having access. The email addresses will be securely deleted three months after the project has closed (approx. June 2023).

Upon the close of the survey, the responses will be anonymised in the survey software, which removes all personal data from the dataset. IES will download and analyse the anonymised dataset, and therefore will not be able to identify any individual from their survey responses.

Based on the survey responses, IES will produce a series of reports that summarises the main findings from the survey data. Your responses will be combined with the responses of other Dogs Trust employees and analysed collectively. Separate reports will be prepared that analyse the data at three hierarchical levels:

-       Organisation – analyses and presents data for Dogs Trust as a whole

-       Directorate - analyses and presents data by Directorate 

-       Area/department - analyses and presents data by area/department at senior manager level (e.g., Finance, IT, Marketing, Rehoming Centre, Retail North, etc)

The demographic data you provide will be used to analyse any differences or similarities in how Dogs Trust employees respond to the survey questions; demographic variables with fewer than 10 responses will not be reported.

Senior managers with fewer than 10 responses from team members will not receive separate reports. Open text questions will be thematically analysed, and the main themes will be reported to Dogs Trust. Individuals will not be named and will not be identifiable in any reporting format. You will not be identifiable in any of the reports that IES provides to Dogs Trust.

Who can I contact if I would like to withdraw my survey data?

As the survey is anonymous and email addresses are removed from the final survey data automatically, we are unable to withdraw your data as you are not identifiable. By completing the survey, you are providing your consent for your responses to be analysed by IES. If you have any questions regarding this, please contact: DogsTrustYourSay@employment-studies.co.uk. 

Who can I contact with a query about how my data will be used?

If you have any questions about how your data will be used, please contact YourSay@dogstrust.org.uk in the first instance.

Who can I contact with a complaint?

In the first instance please contact yoursay@dogstrust.org.uk   

In addition, you are also entitled to make a complaint to the relevant supervisory authority.  For the UK with the Information Commissioner’s Office www.ico.org.uk or in Ireland with the Data Protection Commission at www.dataprotection.ie