Hounslow Vision 2050 – Community Engagement for Vision 2050
The London Borough of Hounslow is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed. This privacy notice applies to the community engagement events ‘Vision 2050’ which are being carried out to understand what people’s views are on the future of the borough. The outputs from these events will be used to develop the Vision 2050. This privacy notice is provided by the Policy and Insight service and tells you what to expect us to do with your personal information.
If you have any questions about this privacy notice or any concerns about how we process your data, please email paul.probert@hounslow.gov.uk or taru.jaroszynski@hounslow.gov.uk
A paper copy will be available for you to consider at the events and engagement activities.
The Privacy Notice will continue to be monitored and updated. You are advised to check the website page from time to time.
What type of information we have
We will collect and process the following information:
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Personal and special category data |
Reasoning for collection and processing |
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Full name or First Name |
For communication and publicity purposes, to invite you to engagement events, share event information with you and to inform you about the use of your data In some instances, participants may add their names to the postcards, survey responses although not mandatory. In this case, we may use this information (first name only) for publicity purposes. |
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Age |
In some instances, participants may add their names to the postcards, survey responses although not mandatory. In this case, we may use this information (age only) for publicity purposes. |
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Interview responses, testimonials, quotes, opinions |
For reporting purposes, which will form part of the engagement outputs and help to develop the vision documents. We are asking about your views of the future rather than personal information (information that can be used to identify you). We will not capture personal information and ask that you do not include any personal information on the engagement materials ( postcards, interview questionnaire, online surveys, etc…) |
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Anonymised photographs at the events and of participants |
For communication purposes to promote and publicise the events and to encourage more participation from the wider community. We will use a combination of zooming, positioning and blurring at the point of taking a photo, to fully prevent identification and ensure photographs are fully anonymised.
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Photographs at the events and of participants |
If we do take a photo, with your consent, for use in publicity in the Vision 2050 document or on social media and associated websites to promote this work, a separate consent form will be completed. |
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Age Bracket* |
For equality and diversity monitoring, to help assess the representation of participants within events. |
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Sex* |
For equality and diversity monitoring, to help assess the representation of participants within events. |
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First part of postcode* |
For equality and diversity monitoring, to help assess the representation of participants |
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Email addresses |
At some events or activities, we may ask you for your email address should you want to be invited to further events or exhibitions. You will be informed that you may opt-out of any communications at any stage. |
How do we get your information?
We will invite residents to the events and engagement via social media, pamphlets and other forms of communication.
At times, we may collect your email address so we can invite you to further events. Once we collect your email address we will use this information for communications purposes, to provide you with information about future events, to keep you updated about the project outcomes or to inform you about related engagement events in the future. You can withdraw your consent for these communications at any time by emailing us at: taru.jaroszynski@hounslow.gov.uk
We will collect information via interviews, activities or questionnaires directly from participants at the events.
We will collect Special Category Data (sex, age, gender and postcode) at the events, so we are able to monitor the equality, diversity and inclusion information to assess the representation. Providing this information is always optional. Special category data captured by the Council will not be shared. If participants disclose any special category data during the events whilst they participate in discussions, this will not be used and will be deleted. Further checks will be carried out to ensure that any special category data is deleted and not processed.
We will collect anonymous photographs of the events and participants. We will ensure that individuals will not be able to be identified at the point of taking the photographs. Participants will be alerted that photography will be taking place at the events and if participants do not wish to be captured anonymously, this will be noted. When photos are taken of individuals, a separate consent form will be completed and discussed with the person photographed. You can withdraw your consent for the use of your image at any time by emailing us at: taru.jaroszynski@hounslow.gov.uk
Our Lawful basis for processing your information
The lawful basis we are relying on to process your personal data is Public Task - Article 6(1)(e) of the UK GDPR, which allows us to process personal data when this is necessary for the performance of our public tasks in Part 1 of the Local Government Act 2000 which gives local authorities powers to take any steps which they consider are likely to promote the well-being of their area or their inhabitants. Section 4 places authorities under a duty to develop community strategies for this purpose.
We also rely on consent in some instances, please see table below. You can withdraw your consent at any time by emailing us at: taru.jaroszynski@hounslow.gov.uk.
If the information you provide us contains special category data, such as age or gender we will need an additional lawful basis set out in Article 9 of the UK GDPR.
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Purpose of processing |
Types of personal data |
Lawful basis |
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Sending you updates on future events activities related to Vision 2050
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Full name or First Name |
Consent - You can withdraw your consent at any time by emailing us at: taru.jaroszynski@hounslow.gov.uk |
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In some instances, participants may add their names to the postcards, survey responses although not mandatory. In this case, we may use this information (first name, age only) for publicity purposes. |
Full name or First name, age |
Public Task |
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To identify equalities groups who have responded to or participated in the engagement and understand if there are areas in the borough where there has been no one engaged |
Equalities data: gender |
The lawful basis we rely on for processing special category data is:
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To produce insight and analysis by understanding where hub visitors have come from, to ensure all areas are well represented |
first part of postcode, age |
Public Task |
You can remove your consent at any time by contacting via email taru.jaroszynski@hounslow.gov.uk. We will action your request within 72hrs of receipt.
If participants disclose any special category data during the interviews or discussions, this will not be captured. Further checks will be carried out by us to ensure that any special category data is deleted and not processed.
Why we need your information (purposes of processing)
The personal data we collect will be used for the following purposes:
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For planning by understanding you and your community's needs and how to support people in the long term
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To understand what we can do for you and your community
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To research to understand your needs and desires for the future
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To promote the activities and ensure that we can communicate the outcomes of the engagement events with respondents.
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To assess the representation of participants and improve participation at events, the Council will collect information via an Equality Monitoring Form to ensure we are hearing from a broad mix of people.
Who your information may be shared with (internally and externally)
We share your aggregated anonymised information with:
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the project steering group so they might understand who has been engaged with and the themes emerging from the engagements
We share your pseudonymised information with:
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the project steering group so they can see some examples of the feedback or engagement received
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on the Hounslow Vision 2050 website but with no personal data
We will strive to ensure that any personal data in our care will be kept safe.
How long we keep your information
Your information will be retained for one year following the completion of this project.
We will then dispose your information in the most secure manner possible
We might display anonymised testimonials and photos and draft products on its website for the purpose of storytelling for the project for an indefinite period of time.
Transfers to third countries
All the information you provide us is held within the UK & European Economic Area.
Your data protection rights
The rights available to you depend on our reason for processing your information. Read more about your data protection rights and how to make a request.
Your right to make a complaint
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint you can contact us on:
Complaints Team
London Borough of Hounslow
Hounslow House
7 Bath Road
TW3 3EB
Data Protection Officer
The Council’s Data Protection Officer can be contacted on:
InformationGovernance@hounslow.gov.uk
Information Governance Team
London Borough of Hounslow
Hounslow House
7 Bath Road
TW3 3EB
Information Commissioner’s Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect, visit The Information Commissioner’s website.
If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk
A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner's website.
Our Contact Details
Policy and Insight Team
Address: London Borough of Hounslow, Hounslow House, 7 Bath Road, TW3 3EB
