Guidance

Windrush survey: privacy notice

Published 14 July 2021

The following is to explain your rights and give you the information you are entitled to under the UK General Data Protection Regulation 2016 and Data Protection Act 2018.

1. The identity and contact details of the Ministry of Housing, Communities and Local Government (MHCLG) and our Data Protection Officer

The Ministry of Housing, Communities and Local Government (MHCLG) is the data controller. The Data Protection Officer can be contacted at dataprotection@communities.gov.uk.

2. Why we are collecting the data

Your personal data is being collected to understand the views of the public on the 4 shortlisted Windrush Monument designs. The Windrush Monument will recognise how the Windrush Generation have enriched our nation’s history and made invaluable contributions to all aspects of British life. The data collected, alongside feasibility reports, will be used to inform the Windrush Commemoration Committee’s decision on the final artist design on 8 September 2021.

Participation in the survey will collect no personal data other than online identifiers such as your IP address.

3. Legal basis for processing the data

The data protection legislation sets out when we are lawfully allowed to process your data. The lawful basis that applies to this processing is Article 6(1)(e) of the UK GDPR, that processing is necessary to perform a task in the public interest of in the exercise of official authority, in this case to erect the Windrush Monument. In order to rely on article 6(1)(e), article 6(3) requires there to be a separate legal basis laid down in law to justify the processing. MHCLG is relying on its common law powers to justify this processing.

4. With whom we will be sharing the data

We will be sharing the final results of the survey with the Windrush Commemoration Committee, the four shortlisted artists UP, our arts consultancy and Delib the provider of Citizen Space our survey platform. They will not see individual responses but overall totals, e.g. 50% of respondents agreed with this statement.

5. For how long we will keep the personal data, or criteria used to determine the retention period.

Your personal data will be held for 3 months following the completion of the survey.

6. Your rights, e.g. access, rectification, erasure

The data we are collecting is your personal data, and you have rights that affect what happens to it. You have the right to:

a. know that we are using your personal data b. see what data we have about you c. ask to have your data corrected, and to ask how we check the information we hold is accurate d. complain to the ICO (see below)

In some circumstances you may also have the right to object to particularly types of use of your data. We will tell you when these rights apply.

7. Sending data overseas

Your personal data will not be sent overseas.

8. Automated decision making

We will not use your data for any automated decision making.

9. Storage, security and data management

Your personal data will be stored by Delib, the owner of Citizen Space our survey provider, and transferred to us on 26 August 2021 when the survey is complete. We will store your personal data in a secure government IT system.

10. Complaints and more information

When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation.

If you are unhappy with the way the department has acted, you can make a complaint.

If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.gov.uk.

If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:

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

Telephone: 0303 123 1113 or 01625 545 745

https://ico.org.uk/