Tell us about your experiences of your building's cladding and fire safety issues and works

Privacy Information Notice: Resident Feedback Form

We are conducting research to explore residents’ experiences of fire safety and fire safety works in the building where they live. This Privacy Information Notice (PIN) explains how we use your information and your rights under UK data protection legislation. The Ministry of Housing, Communities and Local Government (MHCLG) may share the anonymised results of this survey with other government bodies, which excludes any personal information which could be used to identify respondents. 

1. The identity and contact details of the Government Data Protection Officer for this project

MHCLG is the Data Controller for this form. The relevant Government Data Protection Officer can be contacted at dataprotection@communities.gov.uk.

2. What personal data we are collecting and why

Personal data is any information relating to a natural person where that data can make them identifiable. The following personal data is asked for in this resident feedback form: 

• Building postcode to identify the building
• Email address (optional) to allow for respondents to be contacted for future research

Any additional personal data provided by respondents will be deleted. Your email address will be separated from your responses. This form is not for use to answer questions, resolve issues or address complaints. Anonymised information from this form will be used to drive improvements in how the government approaches fire safety works in future. 

3. Lawful basis for processing the data

The data protection legislation sets out when we are lawfully allowed to process your data. The lawful basis that applies to this processing is a public task carried out in the public interest. 

4. With whom we will be sharing the data 

Anonymised feedback form responses will be shared internally within MHCLG, and the findings of the research shared with other government bodies.  

5. For how long we will keep the personal data, or criteria used to determine the retention period

Building postcodes and email addresses will only be kept for as long as they are needed, usually 2 years. 

6. Your rights, e.g. access, rectification, erasure

You have the right to: 

a. know when we are using your personal data
b. see what data we have about you
c. ask to have your data corrected, and to ask how we check the information we hold is accurate
d. complain to the ICO (see below)

In some circumstances you may also have the right to withdraw your consent to us having or using your data, to have all data about you deleted, or to object to particularly types of use of your data. We will tell you when these rights apply.

7. Sending data overseas

Your personal data will not be sent overseas 

8. Automated decision making

We will not use your data for any automated decision.

9. Storage, security and data management 

Response to the feedback form will initially be stored by Citizen Space, and will be transferred to MHCLG’s system before being deleted from Citizen Space. Responses will be processed using an insights engine developed by the Government Internal Audit Agency, however they will not have any access to the responses. Responses will be stored for as long as they are needed, usually 2 years.

10. Complaints and more information

When we ask you for information, we will keep to the law, including the Data Protection Act 2018 and UK General Data Protection Regulation. If you are unhappy with the way the MHCLG have acted, you can make a complaint. If you are not happy with how we are using your personal data, you should first contact dataprotection@communities.gov.uk.

If you are still not happy, or for independent advice about data protection, privacy and data sharing, you can contact:

The Information Commissioner's Office 
Wycliffe House 
Water Lane 
Wilmslow, Cheshire, 
SK9 5AF 
Telephone: 0303 123 1113 or 01625 545 745

https://ico.org.uk/