The privacy notice aims to inform how we intend to engage employees through focus groups, including those who are actively involved in our employee networks and those who are not, to gather their insights on ways to enhance and increase the networks' impact, attendance, and purpose. Ultimately, we want to identify how we can best support the networks moving forward to enable them to operate effectively and widen their impact.
Who will own my data once I submit it?
Knowsley Metropolitan Borough Council
Why do you need my information?
The purpose of collecting this information is to support the following objective(s):
- Identify specific obstacles or challenges that prevent employees from participating in our employee networks.
- Insights gathered can guide improvements to make the networks more appealing and relevant with the overall goal of boosting membership.
- Reveal gaps in communication methods that might be hindering engagement.
- Understand diverse perspectives to ensure that the networks are inclusive and meet the needs of all employees.
- Address concerns and make changes based on feedback, which can increase overall employee satisfaction and morale.
Why we need to collect data, and what will it be used for
Why we need to collect data:
- Our legal duty under the Equality Act 2010. The duty states that as a local authority, we must abide by three principles. Prevent discrimination, advance equality of opportunity and foster good relations. The key purpose of engaging employees in their viewpoints is to foster and maintain good relationships, specifically with people from protected characteristic groups.
- By gathering detailed feedback, we can develop targeted strategies to address the identified issues, making the networks more appealing and accessible.
- Understanding employee concerns and preferences helps in designing initiatives that resonate with them, thereby increasing participation and engagement.
What will my data be used for
- The insights will be used to enhance the structure, content, and delivery of the employee networks, making them more effective and engaging.
- Data collected will inform the development of more effective communication methods to promote the networks and their benefits.
- Feedback will shape the creation of new practices or processes in relation to the networks.
- Understanding the reasons behind disengagement allows us to provide better support and resources to employees, improving overall satisfaction and increasing engagement.
What Personal Information do we collect?
We will also collect employees’ viewpoints and opinions regarding our employee networks. Prompt questions include:
- Opinions about the networks offered.
- Engagement levels
- Opinions about improving engagement.
We will not use any personal information provided during the review to draw conclusions or present identifiable evidence. While we will have access to names, ethnicity, sexual orientation, disability status, date of birth, and religious status as provided on HCM, this information will not be part of the review process. Data will be presented in aggregate form, such as percentages. For example, 30% of people with a disability informed us they didn’t attend network meetings because of XYZ. All results will be kept anonymous.
What allows you to use my information?
We collect and use your personal information to carry out tasks to comply with our legal obligations and to carry out tasks in the public interest. We rely on the following legal basis under UK GDPR:
- Article (6)(1)(e), which states that the processing is necessary to perform a task in the public interest or for official functions (task or function has a clear basis in law).
The lawful condition under the Data Protection Act 2018 that governs this processing of personal data is Schedule 1, Part 2, Paragraph 6, for statutory and government purposes.
The lawful basis for processing the data is under the Equality Act 2010, we have a duty to:
- Prevent discrimination
- Advance equality of opportunity
- Foster good relations
Who will my information be shared with?
The engagement team who are part of human resources will analyse the data. They will then collate the data and produce a report which will be submitted to the council’s Executive Management Team (EMT).
Any data shared with EMT will be anonymised.
Do I have to provide this information and what will happen if I don’t?
Taking part in focus groups is entirely voluntary. Employees will not be penalised if they wish not to take part or withdraw at any point in the process.
We will never contact any person who has selected prefer not to say on their HCM.
How long will you keep this data for and why?
Analysis of this data will roughly take around 2-3 months. After completing the data analysis, the insights gained will help to guide decisions and priorities for the employee networks.
Data collected will be confidentially destroyed after a retention period of 5 years. Any handwritten notes will be destroyed following council policies. Results will be kept for 5 years.
How will my information be stored?
Information will be stored securely on the council’s SharePoint site in our IT system. Access to the systems is restricted to those who are entitled to view and process your data.
Will this information be used to take automated decisions about me?
No
Will my data be transferred abroad and why?
No
What rights do I have when it comes to my data?
Under the UK GDPR, you have the following rights with regard to your personal data:
- The right to subject access – you have the right to see a copy of the personal data that the council holds about you and find out what it is used for.
- The right to rectification – you have the right to ask the council to correct or remove any inaccurate data that we hold about you.
- The right to erasure (right to be forgotten) you have the right to ask the council to remove data that we hold about you.
- The right to restriction – you have the right to ask for your information to be restricted (locked down) on council systems.
- The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
- The right to object – you have the right to ask the council to stop using your personal data or to stop sending you marketing information or complain about how your data is used.
- The right to prevent automated decision-making – you have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable).
To find out more about your rights under the DPA 2018/UK GDPR, please visit the Information Commissioner’s website.
To request a copy of your data or ask questions about how it is used, please download a copy of our form and send it to:
Data Protection Officer
Knowsley Council
Municipal Building
Archway Road
Huyton
Liverpool
L36 9YU
Or email: Inforights@knowsley.gov.uk
Who can I complain to if I am unhappy about how my data is used?
You can complain directly to the Council’s Data Protection Team by writing to:
Data Protection Officer
Knowsley Council
Municipal Building
Archway Road
Huyton
Liverpool
L36 9YU
Or email: data.protection.officer@knowsley.gov.uk
You also have the right to complain to the Information Commissioner’s Office using the following details:
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 08456 30 60 60 or 01625 54 57 45
Website: www.ico.org.uk