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Sustainability Team Privacy Notice

This Privacy Notice should be read in conjunction with Colchester Borough Council’s Privacy Policy.

This Privacy Notice provides information on how we process your personal information with regard to sustainability and travel projects within Colchester. These projects focus on the Council’s approach to promoting sustainable travel and tackling climate change in Colchester, involving projects such as the Clean Air for Colchester project (Air Quality Behaviour Change Project), Green Homes Grant Local Authority Delivery Scheme and Loveurcar. Below you will find separate privacy notices for some of those projects.

Air Quality Behaviour Change Project

Why is this survey taking place?

The project’s outcomes include: gauging current understanding of air quality, key concerns, impacts, willingness to change behaviour, barriers to behaviour change, what messaging would help raise awareness of air quality. Results will be used to develop a marketing strategy, campaign and materials. The aim of this project is to create behaviour change to have a positive impact, increasing the air quality in Colchester, particularly within the Air Quality Management Areas (AQMAs). On our website, you can find more information on AQMAs and air quality in Colchester.

How will my postcode be used?

The data you have provided in this survey will be used towards the project named above. All results of the survey, if published, will be anonymous, and no personally identifiable information will be published (i.e. name, email address, postcode). All personally identifiable information will be confidential and held in compliance with all data protection legislation. The postcode will be used to identify the distribution of the respondents of this survey and therefore will be mapped. A postcode will not allow Colchester Borough Council (CBC) or the Department for Environment, Food and Rural Affairs (DEFRA) to identify the exact location or address of any respondents. The postcode’s collected will only identify a group of addresses or houses in a location.

Who we might share your information with

The information and answers you have given will be used as part of an Air Quality Behaviour Change Project by CBC, funded by DEFRA. As part of the project, the results may be shared with DEFRA and a report will be published containing the results of this survey. All data will be processed and held securely in compliance with all our guidance and data protection legislation. The project, and this survey will collect information relating to motivations of and current behaviours of participants. The data will be retained by us until the project completion, thereafter it will be destroyed. Due to Covid, the project completion date has been extended from 31 May 2021 to 30 September 2021.

Can I withdraw my survey response?

You have the right to withdraw your responses from this study at any time up until the 22 January 2020, after which data analysis would have taken place and therefore any survey responses given will not be able to be removed. Personal information (i.e. your name, email address and postcode) can be removed at any time. Your

participation in this survey is voluntary. We are only able to withdraw your responses from the study if you have provided information including your name and email address. You do not have to give a reason to withdraw your response. If you wish to remove your survey response please email info@colchester.gov.uk

How will you use my email address?

All information including names and email addresses given by respondents will be used for the purposes of this project and held in compliance with data protection legislation. By completing the questionnaire you give consent for the information provided to be processed by us and DEFRA; and to be contacted by the Air Quality Behaviour Change Project Team; and will be added to the Air Quality Behaviour Change Project mailing list. If you would like to opt out of the project mailing list, please reply to any update emails stating that you would like to be removed from the email list, or alternatively, email the one of contact email addresses provided within this statement. If you have any questions or would like further information about the project or would like a copy of the results of the survey please contact: cleanair@colchester.gov.uk.

Green Homes Grant Local Authority Delivery Scheme – Phases 2 and 3

Information collected

  • Name
  • Address of property
  • Email address
  • Contact phone number
  • Date of Birth

Income details and/or proof of benefits

This information will be collected by Warmworks, the managing agent who will be managing customer sign up to the scheme. They will share this information with us. This is so we can evaluate the performance of Warmworks, ensuring they are delivering the scheme to expected standards.

Agencies we might share your information with

For the delivery of this scheme, we have to share your property address with the Department for Business Energy and Industrial Strategy (BEIS). This is so that they can update relevant energy efficiency performance certificates of properties on national government website. BEIS would also like to do research and evaluation of the scheme, and for this they would need your name and contact details (email or phone number). However, we will not share this with them unless you consent to us sharing this and are happy for them to follow up with you on the purpose of evaluating the scheme. We will not share any other personal details with them (income and/or benefits information, date of birth).

We may also share your name and address with:

  • Interested parties – Managing Agent of the project, Installers who would do complete installations as part of the scheme.
  • Other internal Council services – Environmental Protection Team, Community Enabling, Council Tax, Planning. This will help with showing where we have been successful at advertising the scheme and where further promotion may be required.

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is public task. In order to process your application to the Green Homes Grant Local Authority delivery scheme we are required to collect the above information. This is to check your eligibility for

the scheme. We only collect the minimum amount required and ensure that it is stored securely.

Length of time we keep your information

We will retain your personal data for 1 year after the delivery phase has completed. After the year this data will then be destroyed.

Loveurcarcolchester car share permit scheme

Information collected

  • Name
  • Address
  • Email address
  • Car registration number

Agencies we might share your information with

We may need to share your contact details with North Essex Parking Partnership. If you want to use the LUC bays at Colchester Station (south side) we will need your permission to share your name and registration details with Greater Anglia and NCP their car parking provider. Your details will be added to a ‘white list’ in order for the Automatic Number Plate Recognition scheme to recognise your vehicle when you enter as having permission to use the LUC car share spaces. As MiPermit provide the actual virtual LUC permit, they also store your data and have their own privacy statement.

The purpose and lawful basis for processing

The lawful basis for the processing of your personal data is consent. You will have provided us with consent to use your personal information. You have the right to amend or withdraw your consent at any time. If you wish to exercise this right, please email loveurcar@colchester.gov.uk so that we can deal with your request.

  • Colchester Borough Council requires the above information in order to:
  • Process your loveurcarcolchester permit application.
  • Contact you occasionally in relation to your usage of the car bay scheme.
  • Contact you with updates regarding the loveurcarcolchester carshare bay scheme and other Colchester initiatives to improve air quality.
  • Contact you to take part in occasional additional surveys to monitor aspects of the car share scheme.
  • To monitor usage and trends in uptake of the bays to help us increase the uptake of car sharing, marketing and evaluating usage of the car share bays.

We only request the minimum amount of information and ensure that is it stored securely.

Length of time we keep your information

We will retain your personal data for up to 2 years. We will then delete your personal data from our records unless you have reapplied to renew your permit.

How we protect and store your personal data

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately

Your information may be held outside of the UK. Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.

Updates to this privacy notice

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the "last updated" date at the bottom of this notice. We encourage you to periodically review this notice and to be informed of how we protecting your information.

Page last reviewed: 11 March 2022

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