Guidance

Privacy notice relating to consultation responses received by BEIS

Published 22 April 2020

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This publication is available at https://www.gov.uk/government/publications/beis-consultations-privacy-notice/privacy-notice-relating-to-consultation-responses-received-by-beis

The Department for Business, Energy and Industrial Strategy (BEIS) consults the public as part of its open policy making process. We publish our consultations on GOV.UK. You can respond:

The way in which your data is handled varies depending on how you submit your response, but all information submitted to us will be treated in accordance with data protection principles.

This privacy notice sets out:

  • how we process your personal data when you respond to our consultations
  • the rights you have under the General Data Protection Regulation (GDPR)

For information you submit online via the Consultation Hub:

  • the Department for Business, Energy and Industrial Strategy is the data controller
  • Delib is the data processor

Delib provides and operates the platform for online responses, and their privacy policy explains how they collect, safeguard and process your data on behalf of BEIS.

For information you submit by email or post:

  • the Department for Business, Energy and Industrial Strategy is the data controller
  • the Department for Business, Energy and Industrial Strategy is the data processor

Your data

Purpose

We collect your personal data as part of the consultation process:

  • so that we can contact you regarding your response or related matters
  • for statistical data, for example the types of individuals and groups participating

The data we collect

We collect and process the following personal data:

  • your name
  • your email or postal address
  • depending on the topic of the consultation, other personal data such as your postcode or employment status
  • any personal data you volunteer by way of evidence or example in your response to the consultation

If you respond online we will also collect:

  • your Internet Protocol (IP) address, and details of which version of web browser you used
  • information on how you used the site, provided by cookies and page tagging techniques

The legal basis for processing your personal data is to perform a task carried out in the public interest, that of consulting the public.

Why we need it

We collect your name and email or postal address so that we:

  • know you’re a real person
  • can respond to your comments

We also collect data in order to:

  • gather information about the types of individuals and groups participating

If you respond online we use Google Analytics software to collect information about how you use the site. We do this to help make sure the site is meeting the needs of its users and to help us make improvements.

Google Analytics stores information about:

  • the pages you visit
  • how long you spend on each page
  • how you got to the site
  • what you click on while you’re visiting the site

Google Analytics does not collect or store your personal information (for example your name or address) so this information cannot be used to identify who you are. See our consultation hub cookie policy.

What we do with your data

We may share your data with other organisations which have a direct interest in the policy on which we are consulting: for example Crown bodies, government departments or BEIS partner organisations. If we plan to share responses with other bodies, we will make that clear on the consultation.

We will not:

  • sell or rent your data to third parties
  • share your data with third parties for marketing purposes

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.

How long we keep your data

We will only retain your personal data for as long as:

  • it is needed for the purposes of the consultation
  • the law requires us to

In general, this means that we will only hold your personal data for a minimum of 1 year and a maximum of 7 years.

Children’s privacy protection

BEIS consultations are not designed for, or targeted at, children aged 13 or less. It is not our policy to intentionally collect or maintain data about anyone aged 13 or less.

Your rights

The data we are collecting is your personal data, and you have considerable say over what happens to it. You have the right to request:

  • information about how your personal data are processed
  • a copy of the personal data you submitted in an accessible format
  • that anything inaccurate in your personal data is corrected immediately
  • that any incomplete personal data are completed, including by means of a supplementary statement
  • that your personal data are erased if there is no longer a justification for them to be processed
  • in certain circumstances (for example, where accuracy is contested) that the processing of your personal data is restricted

You can also:

  • object to the processing of your personal data where it is processed for direct marketing purposes
  • 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

Changes to this notice

We may modify or amend this privacy notice at our discretion at any time. When we make changes to this notice, the last modified date at the top of this page will be updated. Any modification or amendment to this privacy notice will be applied to you and your data as of that revision date. If these changes affect how your personal data is processed, BEIS will take reasonable steps to make sure you know.

How to contact us

Department for Business, Energy and Industrial Strategy (BEIS)

Contact our Data Protection Officer (DPO) with any concerns about how we or our services handle your personal information:

BEIS Data Protection Officer
Department for Business, Energy and Industrial Strategy
151 Buckingham Palace Road
London
SW1W 9SZ

Email: dataprotection@beis.gov.uk

Independent advice on data protection and privacy

Contact the Information Commissioner for independent advice about data protection, privacy and data-sharing issues:

Information Commissioner's Office, Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

If you make a complaint to the Information Commissioner it doesn’t prejudice your right to seek redress through the courts.

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