Department For Culture Media Sport
This Privacy Notice explains who is processing your data, the personal data we collect, how we use it, who we share it with, and what your legal rights are.
The Department for Culture, Media, and Sport (DCMS) has commissioned Verian Group (Verian) to carry out the Participation Survey.
In February 2023, the Department for Digital, Culture, Media and Sport underwent a Machinery of Government change, whereby the responsibilities it held in regards to the Participation Survey were split between the Department for Culture, Media and Sport (DCMS) and the Department for Science, Innovation and Technology (DSIT).
The survey asks questions on a wide range of topics relating to your engagement in culture, media, sports, and digital sectors (full list here). We also collect demographic data, please see the Sensitive data collection section for more details.
The main responsibility for the survey will lie with DCMS, as specified in this privacy notice. Additionally, pseudonymised data will be shared with DSIT through a relevant data sharing agreement.
By completing the survey, you acknowledge that your pseudonymised data will be shared with DSIT.
Please see the Who will DCMS share your data with? section for more detail on any potential data sharing.
Who is the data controller?
The Department for Culture, Media, and Sport (DCMS), is the data controller of personal data provided by respondents to the Participation Survey. The DCMS postal address is:
Department for Culture, Media and Sport
100 Parliament Street
Westminster
London
SW1A 2BQ
You can contact DCMSs Data Protection Officer by email at:dpo@dcms.gov.uk
Who is the data processor?
We use a third-party data processor, Verian. Verian administers the Participation Survey on our behalf and carries out statistical analyses of the survey results in accordance with our instructions. We have a contract in place with Verian. This means that they cannot do anything with your personal data unless we have instructed them to do it. Verian will not share your personal data with any organisation apart from DCMS, except where we authorise them. Verians postal address is:
Verian
4 Millbank
Westminster
London
SW1P 3JA
Email address for queries about the Participation Survey: participationsurvey@veriangroup.com.
What is the legal basis for collecting and processing data?
DCMS is the government department responsible for delivering government policy on arts and culture, communications and media, sport, and tourism. Our activities are based on the exercise of executive and statutory powers.
DCMS has an obligation to compile and publish Official Statistics relating to the policy areas we cover. Publishing Official Statistics derived from the Participation Survey is intended to:
- inform the public about social and economic matters surrounding DCMS sectors
- assist in the development and evaluation of public policy, to refine and provide better services to the public
- regulate quality and inform changes to improve support for and development of DCMS sectors
DCMSs legal basis for processing personal data on the Participation Survey is that it is necessary for the performance of a task in the public interest, as the information gathered helps DCMS to monitor the policies it oversees.
When Verian conducts surveys, their invitations/platforms and questionnaires clearly identify them and explain the purpose(s) of their contact and if applicable, the purpose for collecting your personal data. You may withdraw from participation in a survey at any time. If you do not wish to receive any further reminder mailings, you can either: call the survey helpline on 0800 904 7726 or email Verian at participationsurvey@veriangroup.com.
Please be ready to provide your reference number, address and postcode so we can opt you out of further communication related to this survey. The reference number is located on the top of the letter.
When Verian has contacted you on behalf of DCMS by post or email, they have done so for the following purposes:
| Case | Purpose | Data collected or processed | Legal basis |
|---|---|---|---|
| Inviting you to participate in surveys | To provide the opportunity for a representative sample of individuals to participate in surveys. | Postal address, email address | Legitimate interests Verian has a legitimate interest to contact a representative sample of individuals to invite them to participate in surveys. |
| Surveys | To understand your views about certain topics and services or to understand your behaviour in different situations. To administer participation e.g. prize draws, incentives, pre-tasks etc. To re-contact participants e.g. for ongoing and follow-up surveys. | Unique identifier, contact details, email address, opinion | Voluntary participation in a survey whereby Verian asks for your consent to use your personal data. |
| Quality control | To validate the answers you gave in a recent survey we conducted. | Unique identifier, contact details, email address | Legitimate interests - Verian has a legitimate interest to contact a sample of individuals who participated in our surveys to validate their answers. |
| Fraud protection | Protection of our business interests against fraudulent behaviour. | IP address, browser specifications, device specifications, postal address, email address | Legitimate interests Verian has a legitimate interest in protecting their business against fraud or other prohibited behaviour. |
| Survey participation uniqueness | Prevention of multiple entries in surveys by the same individuals. | IP address, browser specifications, device specifications | Legitimate interests Verian has a legitimate interest in preventing multiple entries by the same individual. |
| Managing survey opt-outs | When an individual has requested not to be contacted again in relation to the Participation Survey, Verian holds their details to enable this. | Name, address and telephone number | Legitimate interests Verian has a legitimate interest to retain the information in order to fulfil the individuals request. |
Verian will never misrepresent themselves or what they are doing. If you receive an email that concerns you, purporting to be from Verian, please contact Verian at participationsurvey@veriangroup.com.
Verian has contacted you to take part in a survey by post by randomly selecting your address through Royal Mails publicly accessible Postcode Address File (PAF).
Sensitive data collection
In our survey we request to collect personal data that is classified as special categories of personal data. This includes racial or ethnic origin, political opinions, religious or philosophical beliefs, data concerning health, or data concerning a persons sexual orientation. This information is needed for research about equity and equality of engagement in culture, media, sports, and digital sectors. Our goal for gathering detailed demographic data is to help DCMS to monitor the policies it oversees, and to improve specificity in policy-making. Therefore, this is needed for reasons of substantial public interest for the exercise of the function of a Government department (DCMS). You can choose not to provide that information.
The survey will also ask for your consent to be re-contacted to participate in further research related to this survey. In order to recontact you, you will be asked for:
- Your name
- Your contact information, including phone number and email address
This information will be collected by Verian on behalf of DCMS.
You will always be able to choose whether or not to provide this data.
Who will Verian share your data with?
We have authorised Verian to share your personal data with:
- McLays (printing suppliers): address level information is provided to McLays to print survey invitations and questionnaires. Data is erased from their records after 30 days.
- Greens Ltd (scanning paper questionnaires): Paper questionnaires are returned to Greens Ltd. Questionnaires are stored securely for a maximum of 12 months and confidentially destroyed.
- Merit Incentives (Merit) (corporate incentive supplier): Signing up to receive an incentive through the Merit portal is optional. Merit will hold