Dogs Trust Mini 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 minisurvey 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 survey. Dogs Trust will share your data with a limited number of staff within IES for survey purposes. This will mean that IES will have access to personal data: your name and email address (work or non-work). If staff are on furlough, and Dogs Trust do not have an alternative non-work email address, their mobile number will be passed to IES, with the employee’s permission, for them to send a text message invitation.
We will use these data for the survey for three 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.
■ To invite a small number of participants to participate in follow up interviews for which they have indicated their willingness within their survey response.
■ To analyse and report on the anonymised results of the survey.
How will my survey data be treated?
IES will produce a report 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. The demographic data you provide will be used to analyse any differences or similarities in how Dogs Trust employees respond to the survey questions. IES ensure that we only analyse and report on demographic variables that have enough responses. 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.
If you are invited and choose to take part in an interview, the data you give will be used for research purposes only. IES will produce a report that summarises the main findings from all the interviews. Individuals will not be named and will not be identifiable in any reporting format.
Your personal information will be securely deleted from the IES systems 3 months after the project is complete and the final report has been provided to the Dogs Trust (approx. Dec 2020).
Who can I contact if I would like to withdraw my survey data?
You have the right to have your survey information deleted. If you have taken part in the survey but would like to withdraw your data (up to one month after taking part), please contact: firstname.lastname@example.org
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 email@example.com in the first instance. .
Who can I contact with a complaint?
In the first instance please contact firstname.lastname@example.org.
In addition you are also entitled to make a complaint to the Information Commissioner’s Office at www.ico.org.uk