Who will own my data once I submit it?
Knowsley Council will own the data, but participants have the right to withdraw their consent to use their data at any time.
Why do you need my information?
This data will be used in an employee engagement campaign for Knowsley Council.
We will be creating informal videos of certain key people to promote engagement and participation.
Aspects of the Videos could include:
- Information about the project / initiative.
- General myth-busting about confidentiality.
- What the initiative is used for.
- Why it’s a good thing.
- Where the data goes.
- Who has access to this data.
- What (if any) actions have been implemented.
To promote and improve engagement events and allay common areas of concern.
This will be internally, externally or both internally and externally.
Consent forms will make it clear how the engagement activity will be promoted.
Internally:
Videos will be posted internally only and have the sole aim of raising awareness and improve participation.
Externally:
Videos will be posted internally and externally. External outlets could include, but not limited to, Council articles, One Knowsley News and via social media (Facebook, Instagram, Twitter/X, LinkedIn and YouTube) as applicable.
What Personal Information do we collect?
To promote engagement we may collect all, or some, of the following information from you:
Examples include
- Personal details (e.g. your name, date of birth etc.).
- Contact details (e.g. home address, phone number, email address).
- Videos of you endorsing the initiative.
What allows you to use my information?
Employees consent to take part. They have the right to withdraw their consent at any time, and Knowsley Council will destroy their data.
Consent will be refreshed every two years. If you decline to refresh consent, the videos featuring you will be removed from all of Knowsley’s platforms.
Please contact Organisational Development Team to arrange this:
Organisational.DevelopmentTeam@knowsley.gov.uk
Please be aware that once the video is made available via YouTube and our social media feeds this will be accessible via internet searches and, if copies are made of the video by internet users, it may remain accessible via the internet even after Knowsley Council have removed the video from our YouTube channel and social media feeds.
The personal data of those who volunteer to take part in this campaign will be processed under Article 6(1)(a) of the UK GDPR, which states that the data subject has given consent to the processing of his or her personal data for one or more specific purposes;
Who will my information be shared with?
Internally:
This data will be shared internally via the staff intranet (Bertha).
Externally:
Your information will be shared with the Communications Team for publications via internal and external social media platforms (Facebook, Instagram, Twitter/X, LinkedIn and YouTube).
Videos will be uploaded to the council’s social media feeds, YouTube channel and embedded into the new website. It will be publicly available on our website, social media feeds and YouTube channel until it is removed. As the video will be uploaded to Knowsley Council’s YouTube channel your personal information will be processed by YouTube. YouTube are owned by Google and have their Privacy Notice which can be accessed here.
Please be aware that once the video is made available via YouTube and our social media feeds this will be accessible via internet searches and, if copies are made of the video by internet users, it may remain accessible via the internet even after Knowsley Council have removed the video from our YouTube channel and social media feeds.
Do I have to provide this information and what will happen if I don’t?
Participation is entirely voluntary and not a legal requirement. You can decide whether to participate or not.
Employees are consenting to the filming and have the right to withdraw their consent or refuse to participate in this campaign.
Consent forms will outline what data will be collected and how the information will be shared.
Consent can be withdrawn at any time. Please contact Organisational Development Team to arrange this:
Organisational.DevelopmentTeam@knowsley.gov.uk
How long will you keep this data for and why?
The data will be kept initially for five years. Before the end of the two years, employees will be contacted to see if they are happy for their personal data to continue to be used as part of the campaign. If no response is received, the data will be deleted at the end of the five years. If you leave the council, your aspect will be automatically deleted.
How will my information be stored?
Information will be stored securely on 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 data will be purposely transferred abroad.
What rights do I have when it comes to my data?
Under the Data Protection Act (DPA) 2018/ UK General Data Protection Regulation (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
Nutgrove Villa
Westmorland Road
Huyton
L36 6GA
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
Nutgrove Villa
Westmorland Road
Huyton
L36 6GA
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