Guidance

Privacy Notice – TRA newsletter, events, surveys and communications

Published 7 March 2023

Purpose and lawful basis for processing

Our purpose for collecting your contact details is so that we can keep you informed about the TRA’s work, news and events as well as invite you to take part in short surveys about our work.

The lawful basis we rely on for processing this information is your consent under article 6(1)(a) of the UK General Data Protection Regulation (GDPR):

You are able to withdraw your consent at any time. You can do this by contacting commsteam@traderemedies.gov.uk.

The type of personal information we collect

We currently collect and process the following information:

• Your name
• email address
• telephone number
• name of your organisation
• job title
• records of the links you click on in our communications as well as whether you have opened our emails

How we get the personal information and why we need it

Most of the personal information we process is provided to us directly by you.

Personal data for event registration is collected via registration forms and we may sometimes use third parties to carry this out on our behalf.

We need the information that you have given us to send you the TRA newsletter, provide you with details of events that may be relevant to you and latest thought leadership.

As part of our commitment to continue improving our services and to tailor our communications to stakeholders’ needs, we will also be collecting information about the links you click on in our communications as well as whether you have opened our emails.

What we do with it

We use your details to:

• Send a regular newsletter telling you about our work and to update you on TRA investigations and news
• Share information and guidance that you might be interested in
• Share ad hoc updates when there are significant announcements or publications that we would like to bring to your attention
• Invite you to take part in short surveys as part of our ongoing work to improve the TRA’s services
• Invite you to relevant events

We use event registration information to facilitate the event, communicate with you and provide you with the required service.

We may share event registration information with third parties who might be assisting in event management to be able to facilitate the event and communicate with you. We only work with suppliers who adhere to strict government procurement standards on data protection and privacy.

We use survey data to measure TRA stakeholder experience and improve our work and services. When we contact you to invite you to take part in a survey, we will also ask you if you are happy to participate in further surveys.

All information provided in our surveys is treated in confidence by the TRA and used only to understand how we can improve our service. We may share anonymised results and analysis of these surveys with other government stakeholders. We may publish or use externally anonymised results and analysis of these surveys.

In the event we receive a Freedom of Information request for survey responses we will ensure that all personally identifiable information is removed and only anonymised data will be provided.

How long we keep your personal information for

We will hold your data for six months after the last time we contact you. Following this time your information will be destroyed.

Your data protection rights

We rely on your consent to process your contact details. This means you have the right to withdraw your consent, or to object to the processing of your personal data for this purpose at any time. If at any point you want to withdraw your consent please email data.protection@traderemedies.gov.uk and we will update our records to reflect this.

To opt out of receiving the TRA newsletter, please unsubscribe here.

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at data.protection@traderemedies.gov,uk if you wish to make a request.

Do we use any data processors?

Yes – we use Mailchimp to deliver the e-newsletter. For more information, please see Mailchimp’s privacy notice.

We use Qualtrics to deliver our surveys. For more information, please see their privacy statement.

Transfer of data overseas

If your personal data is transferred to, stored, or otherwise processed to a territory outside the UK or EEA and that territory has not been recognised as providing an adequate level of protection of personal data, we will put in place an appropriate legal safeguard. For example, standard data protection clauses approved by the Information Commissioners Office and other relevant authorities,

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at data.protection@traderemedies.gov.uk or write to:

Data Protection Officer Trade Remedies Authority
Northgate House,
21-23 Valpy Street,
Reading,
RG1 1AF

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

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

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk