Consultations and surveys privacy notice

This privacy notice is designed to help you understand how and why we process your personal data in consultations. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). In order to analyse the results of consultations effectively, it is sometimes necessary to collect minimal personal information.

We have appointed Veritau to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect?

We undertake several different types of consultations and each type of consultation requires us to collect different categories of your personal data. You will be informed of what personal information, if any, is required in advance of data submission. Below are the types of consultations that may occur and the personal data we collect:


Type of consultation

Information collected



Completely anonymous

No personal data

You cannot be identified and your responses cannot be traced back to you.


Where general demographic data is requested

Equality monitoring data (Optional)

You cannot be identified and your responses cannot be traced back to you.


Where contact details can be provided

Name and Email address (Optional)

You can be identified, only so that we can contact you regarding your response where requested. It is made clear in the survey that these are not mandatory fields.


Council employee or Internal surveys

Name and Work email address (mandatory)

You can be identified, only so that we can contact you about your response.


Where personal details are required, such as when only specific groups can participate

Name, address, age, contact details, and so on (mandatory)

A separate privacy notice specific to this type of consultation will be made available to participants.

Generally, we will not collect special category information during a consultation. In the exceptional cases where we do collect special category data, a specific privacy notice will be made available to provide this information to participants.

The only exception to this is where special category information is voluntarily provided by the consultee in their response and subsequent processing of this information is incidental or certain categories of special category information are collected for equality and monitoring purposes.  

Why do we collect your personal information?

We need to collect this information to carry out the following tasks as part of the consultation process:

Names and email addresses will only be collected in order to respond to your consultation submission or to validate your response.

For internal consultations, your name and email addresses are required so that we can contact you to gather your views.

If we are to collect any further information, including name (for public consultations), address, age, etc. the reasons for this will be explained in a privacy notice specific to the consultation in question.

We may also collect certain categories of information for equality monitoring purposes however, these will be marked where optional.

Who do we share this information with?

In the course of performing our duties, we may share your information with a number of agencies that are key to delivering our service.

  • within the council

We will only share data in order to provide a response to yourself (where you have requested feedback on the consultation) and to improve our services. It will be made clear within each consultation survey what the relevant service area is.

Agencies we share information with:

  • we will not share your information with external agencies

How long do we keep your information for?

The following table details the retention periods for records relating to public consultations

Data Held

Retention Period

Mailing lists

Updated annually or when consent preference is altered.

Consultation responses

Length of consultation plus 2 years.

Where Snap Surveys is used (online responses)

For six months after the consultation has concluded

What is our lawful basis for processing your information?

We rely on the following lawful basis to process your personal data:

  • UK GDPR Article 6 (1)(a) - the data subject has given consent to the processing of their personal data for one or more specific purposes
  • UK GDPR Article 6 (1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

When processing special category data, we will rely on the following lawful basis:

UK GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of their personal data for one or more specified purposes.

UK GDPR Article 9(2)(g) – The processing of your special category data is necessary for reasons of substantial public interest (with a basis in law), meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:

  • (8) Equality of opportunity or treatment (Equality monitoring)

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • local government act

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.