Future Neighbourhood 2030 – Community Engagement

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 ‘Imagine the Future of Cranford & Heston’ which are being carried out to understand Cranford and Heston resident’s views and visions of their local area by 2030. This event outputs will be used to develop policy recommendations from the community that will feed into a neighbourhood strategy for Cranford and Heston. This privacy notice is provided by the Environment and Climate 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 green.recovery@hounslow.gov.uk

A digital copy of this Privacy Notice will be provided to you in advance of the engagement events. A paper copy will be provided to you at the events before the session commences.

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:

Personal and special category data	Reasoning for collection and processing
Name	For communication purposes, to invite you to engagement events, share event information with you and to inform you about event findings.
Email Address	For communication purposes to invite you to engagement events, share event information with you and to inform you about event findings. You can opt-out of communications at any time by emailing us at: green.recovery@hounslow.gov.uk
Testimonials, quotes & opinions	For reporting purposes, which will form part of the engagement outputs and help to develop policy recommendations
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.
Age Bracket*	For equality and diversity monitoring, to help assess the representation of participants within events.
Sex*	For equality and diversity monitoring, to help assess the representation of participants within events.
Ethnic group*	For equality and diversity monitoring, to help assess the representation of participants within events.
Religion*	For equality and diversity monitoring, to help assess the representation of participants within events.
Disability*	For equality and diversity monitoring, to help assess the representation of participants within events.
Sexual orientation*	For equality and diversity monitoring, to help assess the representation of participants within events.
Relationship status*	For equality and diversity monitoring, to help assess the representation of participants within events.
Postcode*	For equality and diversity monitoring, to help assess the representation of participants within events.

 

Our third-party research providers

The Council’s contracted joint providers are Policy Lab UK and Moral Imaginations. Policy Lab are based in the Department for Education in Central Government. They work to improve how policy is made through people-centred, design and innovative approaches.

Moral Imaginations is an organisation that has pioneered and developed methods and approaches using imagination, futures and visioning, combined with strategic design and organisational and governance design.

Please find their joint Privacy Notice provided to you at the end of this document.

Policy Lab and its partner Moral Imaginations have been contracted to conduct people-centred and participatory co-design sessions with the community, on behalf of the Council. The data collected from these activities will allow the project team to map the local area, identify strengths, weaknesses & opportunities to the area, and understand visions for the future.

Both administer the activities on our behalf and carry out analysis of the workshop outputs in accordance with our instructions. This means that both Policy Lab and Moral Imaginations must adhere to a set of rules we have put in place to protect the information you provide and cannot do anything with it unless we have specifically instructed them to do this. They will not share your personal data with any organisation except where we authorise them.

Special category data captured by the Council within the Equality Monitoring form will not be shared with contractors. If participants disclose any special category data during the workshops whilst they participate in discussions, our contractors will not be capturing this. Further checks will be carried out by them to ensure that any special category data is deleted and not processed.

How do we get your information?

The Council will invite community groups to the event via email. These email addresses are data already held by The Council or publicly available information obtained from organisations’ website.

The Council will email community groups to invite them to promote the engagement events. We will then collect your name and email address when you sign up to an event via Eventbrite form. We will use this information for communications purposes, to provide you with information about the events, to keep you updated about the project outcomes or to inform you about related engagement events in the future. You can opt-out of communications at any time by emailing us at: green.recovery@hounslow.gov.uk  

Policy Lab and Moral Imaginations will collect testimonials, quotes & opinions directly from participants at the events.

The Council will collect Special Category Data (sex, ethnicity, religion, disability, relationship status and sexual orientation) at the events so we are able to monitor the equality, diversity and inclusion information to assess the representation at our events. Providing this information is always optional. Special category data captured by the Council will not be shared with Policy Lab or Moral Imaginations. If participants disclose any special category data during the workshops whilst they participate in discussions, our contractors will not be capturing this. Further checks will be carried out by them to ensure that any special category data is deleted and not processed.

The Council 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, the photographer will place a red sticker on their name badge. Please speak to the lead member of staff if you have any concerns at the events.

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 under Part 4 Section 61-63 of the Climate Change Act 2008. If the information you provide us contains special category data, such as sex, ethnicity, religion, disability, relationship status and sexual orientation (under Article 9 UK GDPR) we rely on to process is Substantial Public Interest. The schedule 1 conditions include:

• Equality of opportunity or treatment

Please note, providing special category data within the Equality Monitoring form is completely optional. This special category data will be aggregated and anonymised so it will not be used to identify individuals. This information will not be shared with our contractors.

If participants disclose any special category data during the workshops whilst they participate in discussions, our contractors will not be capturing this. Further checks will be carried out by them 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:

• Community Outreach – The council will understand in depth Cranford and Heston resident’s attitudes, opinions and visions of their local area, to develop policy recommendations that will feed into a neighbourhood strategy and to ensure the recommendations are built upon views from the community in Cranford and Heston.
• Better Transparency & Accountability - To ensure the council is delivering engagement workshops that will positively benefit the Cranford and Heston residents and enable a people-centred and participatory approach.
• Environmental and Climate Impact – To understand and enable the local community to reduce their impact on the environment and reduce our associated carbon emissions. This will help the Council to meet our Environment and Climate targets.
• Communication – To promote the events among communications channels and to communicate the continued engagement with the community in Cranford and Heston.
• Equality, Diversity and Inclusion Monitoring – 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)

Policy Lab and Moral Imaginations will share anonymised reporting from the engagement activities with the Council. Fully anonymised testimonials and photographs will be used to support the communication of this piece of work including in reporting and any communication material such as Council website, blogs, social media posts (Facebook, Instagram, Twitter, Linkedin, Nextdoor), presentations or on our contractors (Policy Lab or Moral Imaginations) websites.

Personal data collected by the Council (name, email address) will only be used to provide you with updates on the engagement activities you have taken part in or to inform you of related engagement events. You can opt-out of communications at any time by emailing green.recovery@hounslow.gov.uk.

Special category data collected by the Council (sex, ethnicity, religion, disability, sexual orientation, and gender) will be anonymous and won’t be used to identify individuals. This data will not be shared externally.

ReLondon (previously ‘The London Waste and Recycling Board’) – This is a partnership of the Mayor of London and the London boroughs to improve waste and resource management and transform the city into a leading low carbon circular economy. The Council will share anonymised community engagement findings with ReLondon. ReLondon will not receive any personal information or raw datasets and will not share or publicise this information. Read ReLondon Privacy Notice. The Council has a data sharing agreement in place with them.

How long we keep your information

Policy Lab and Moral Imaginations will keep your personal data as part of the project for 2 years following its completion, following which any data which is no longer needed will be destroyed.Moral Imaginations might display anonymised testimonials and photos on its website for the purpose of storytelling for the project for an indefinite period of time.

London Borough of Hounslow will keep your personal data for up to 2 years after the project completion. We will only use this data to provide you with updates on the engagement activities you have taken part in or to inform you of related consultations.

Transfers to third countries

All the information you provide us is held within the UK & European Economic Area.

Your data protection rights

In terms of data obtained as part of this survey, we only keep aggregated and anonymised data.

Where personal data which identifies an individual is held, the rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights’ or our data protection webpage. 

Your right to make a complaint

The Council tries 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

Green Recovery Team (Environment & Climate Service)
Address: London Borough of Hounslow, Hounslow House, 7 Bath Road, TW3 3EB

Email: green.recovery@hounslow.gov.uk

Telephone: 020 8583 5555

 

Privacy Notice for Policy Lab & Moral Imaginations: Hounslow Neighbourhood 2030 

Who we are

This work is being carried out by Policy Lab which is a part of the Department for Education (DfE), and its partner Moral Imaginations CIC on behalf of Hounslow Council. For the purpose of data protection legislation, Hounslow Council is the data controller of all personal data processed as part of public engagement activities and strategy development work done by the delivery partners.

How we will use your information

Policy Lab and Moral Imaginations may receive personal data directly from participants at the community workshops. The aim for this project is to co-design a vision of the future of the neighbourhoods of Cranford and Heston with local residents and develop policy recommendations that will feed into a neighbourhood strategy. For the purposes of this research, all contributions including quotes will be anonymised before they are shared in reporting. Data will be aggregated to give an indication of how different local groups see the future. Photos we received from Hounslow Council will have been anonymised at the point of taking them. Hounslow shares these photographs with us to support the communication of this piece of work such as by being included in reporting and any communication material such as social media posts or on our websites.

The nature of your personal data we will be using

The categories of your personal data that we will be using for this project are:

• Testimonials and quotes
• Opinions
• Anonymised photographs of participants attending events or in person research

Anonymised photographs of participants attending events or in person research In some cases we may also use the following categories:

• Notes from our interview with you

Why our use of your personal data is lawful

In order for our use of your personal data to be lawful, we need to meet one (or more) conditions in the data protection legislation. For the purpose of this project, the relevant con

• Article 6(1)(e) UK GDPR, to perform a public task as part of our function as a Local Authority’s supplier

Who we will make your personal data available to

Hounslow Council sometimes needs to make personal data available to other organisations. These might include contracted partners (who we have employed to process your personal data on our behalf) and/or other organisations (with whom we need to share your personal data for specific purposes upon the instructions of Hounslow Council).

How long we will keep your personal data

Policy Lab and Moral Imaginations will keep your personal data as part of the project for 2 years following its completion, following which any personal data will be destroyed.

Policy Lab and Moral Imaginations might display anonymised testimonials and photographs on its website for the purpose of storytelling for the project for an indefinite period of time.

Your data protection rights

More information about how the DfE handles personal information is published on the DfE website.

Under the Data Protection Act 2018, you are entitled to ask if we hold information relating to you and ask for a copy, by making a ‘subject access request’.

For further information and how to request your data, please use the ‘contact form’ in the Personal Information Charter section, under the ‘How to find out what personal information we hold about you’.

If you need to contact us regarding any of the above, please do so via the DfE site at:

Contact the Department for Education (DfE) - GOV.UK (www.gov.uk) email hello@moralimaginations.com

Further information about your data protection rights appears on the Information Commissioner’s website.

Right to lodge a complaint

You have the right to raise any concerns with the Information Commissioner’s Office (ICO) via the website.

Last updated: We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on 14 October 2022.

Contact information

If you have any questions about how your personal information will be used, please contact us at the .gov website and enter ‘Policy Lab – PL141’ as a reference.

For the Data Protection Officer (DPO) please contact us via https://www.gov.uk/contact-dfe and mark it for the attention of the ‘DPO’.