GovWire

Guidance: Participation Survey Privacy Notice

Department For Culture Media Sport

May 5
12:34 2023

The Department for Digital, Culture, Media, and Sport (DCMS) with funding from Arts Council England (ACE) have commissioned Kantar Public UK Ltd (Kantar Public) to carry out the Participation Survey.

The Department for Digital, Culture, Media and Sport (DCMS) is currently undergoing a Machinery of Government (MOG) change, whereby the responsibilities it holds for the Participation Survey will soon be split between the refocussed Department for Culture, Media and Sport (DCMS) and the new Department for Science, Innovation and Technology (DSIT).

The main responsibility for the survey will lie with the refocussed DCMS, who will take over any roles specified to be undertaken by DCMS in this privacy notice the details of these roles will remain the same. Additionally, data may be shared with DSIT where and when appropriate DCMS will ensure that relevant data sharing agreements are set up to manage this data sharing.

By completing the survey, you acknowledge that your data may be shared with DSIT.

Please see the Who will we share your data with? Section for more detail about any potential data sharing with DSIT.

Who are the Data Controllers?

The Department for Digital, Culture, Media, and Sport (DCMS), is a controller of personal data provided by respondents to the Participation Survey.

The DCMS postal address is:
Department for Digital, Culture, Media and Sport,
100 Parliament St,
Westminster,
London
SW1A 2BQ

You can contact DCMSs Data Protection Officer by email at: dcmsdataprotection@dcms.gov.uk

Arts Council England (ACE) are also a controller of personal data provided by respondents to the Participation Survey.

ACEs postal address is:
Arts Council England,
49 Lever St
Manchester,
M1 1FN.

Who is the Data processor and sub processors?

We use a third-party data processor, Kantar Public. Kantar Public 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 Kantar Public. This means that they cannot do anything with your personal data unless we have instructed them to do it. Kantar Public will not share your personal data with any organisation apart from DCMS and ACE, except where we authorise them.

Kantar publics postal address is:

Kantar Public UK Limited
4 Millbank,
Westminster,
London
SW1P 3JA

Email address for queries about the Participation Survey: participationsurvey@kantar.com.

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 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.

ACE is the national development agency for creativity and culture. ACEs ten-year strategy, Lets Create, sets out that by 2030 they want England to be a country in which the creativity of each of us is valued and given the chance to flourish and where everyone of us has access to a remarkable range of high-quality cultural experiences. They invest public money from the Government and The National Lottery to help support the sector and to deliver this vision.

ACE will use the data collected to monitor the impact of Lets Create, as well as their current Delivery Plan, which sets out their intentions for the 2021-24 period. ACE will also use the data to better understand potential geographical gaps and explore barriers to engagement in arts and culture across England.

When Kantar Public 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 Kantar Public at participationsurvey@kantar.com.

Please be ready to provide your reference number, address and postcode so we can opt you out of further communication. The reference number is located on the top of the letter.

When Kantar Public have contacted you on behalf of DCMS and ACE by post or email, they have done so for the following purposes:

Case Purpose Data collected/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 interest. Kantar Public 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 products and services or to understand your behaviour in different situations. To validate answers you gave in a recent survey Kantar Public conducted. 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, email address, image, opinion. Voluntary participation in a survey whereby Kantar Public ask for your consent to use your personal data.
Fraud Protection Protection of our business interests against fraudulent behaviour. IP addresses, browser specifications, device specifications, postal addresses, email addresses. Legitimate interests Kantar Public 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 Kantar Public 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, Kantar Public hold their details to enable this. Name, address and telephone number Legitimate interests Kantar Public has a legitimate interest to retain the information in order to fulfil the individuals request.

Kantar Public will never misrepresent themselves or what they are doing. If you receive an email that concerns you, purporting to be from Kantar Public, please contact Kantar Public at participationsurvey@kantar.com.

Kantar Public have contacted you to take part in a survey by post or online by randomly selecting your address through Royal Mails publicly accessible Postcode Address File (PAF).

Sensitive data collection

In our survey we may 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 natural sexual orientation. You will always be able to choose whether or not to provide this data to us to be used as described.

Who will Kantar Public share your data with?

We have authorised Kantar Public 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 the personal data you provide them, such as your email address, for a maximum of two years in Europe. Merit hold this information in case of any issues you may have with your incentive.

McLays, Greens Ltd and Merit have contracts in place with Kantar Pu

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