Purpose and lawful basis
We regularly carry out consultation and engagement activities in the form of questionnaires, panels, focus groups with our customers in order to deliver and enhance services and carry out statistical analysis so we can target services and better understand our customers and the service we offer.
Our lawful bases we rely on for using your personal information to ask you to complete ad hoc surveys/questionnaires will be that it is in our and your Legitimate interests under Article 6 (1) (f) of UK GDPR.
Our lawful bases that we rely on for using your personal information for ongoing engagement activities will be:
• Article 6 (1) (a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes
• Article 6 (1) (e) processing is necessary for the performance of a task carried out in the public interest
As part of ongoing consultation and engagement activities we may also collect ‘sensitive’ information in relation to your ethnic origin, religion and sexual orientation in order for us to monitor and keep under review the diversity and treatment of customers. For this processing we will rely on:
• Article 9 (2) (a) the data subject has given explicit consent to the processing of those personal data for one or more specified purposes
• Article 9 (2) (g) of the UK GDPR and the data Protection Act 2018 Schedule 1 Part 2 (8) where it is in accordance with our substantial public interest obligations
What we need
When we are carrying out consultation or engagement activities, we may collect a range of demographic information from you. This may include information on your gender, age, ethnicity, postcode.
Survey Panel – you will be asked be asked to complete an initial questionnaire which asks for your consent to take part, your contact details, a range of demographic information including gender, age, ethnicity, and your preference on the type of consultation and engagement you would like to take part in such as paper/online surveys, focus groups, telephone surveys.
When we offer a prize draw In order to enter we will use your name and/or contact details such as email, telephone number and/or address.
Why we need to use it
For equality purposes under the Equality Act 2010 duty we may use this personal data to analyse the demographic profile of survey respondents and monitor how representative the respondents are of our Guinness customers.
The equality questions asked are optional and you can complete a survey without answering any of these questions. Some of the equality questions will include a ‘Prefer not to say option’ to allow you to not provide a detailed response.
By using your full home postcode we can identify a range of larger geographic areas in which respondents live. Survey results can then be analysed for these geographic areas, with your information anonymised.
Maintaining this contact list allows us to readily circulate surveys to or to invite you to focus groups and other events. You can withdraw from the panel at any time.
To track attendance at workshops and level of engagement.
Some consultations carried out by us offer a free prize draw to encourage you to take part. This is optional so you can still take part in the consultation without entering the prize draw. Once the prize draw closes a winner/winners are randomly selected from all the entries. If you are successful you will be contacted directly, and arrangements made to deliver the prize to you.
How long we keep it?
Surveys/Questionnaire completed online will be stored with our third party until the survey has been closed and the information extracted where it will then be deleted.
For one off surveys the data from the surveys will be stored securely on our systems until the final report has been completed and signed off. At which point the data will be anonymised.
In the case that a survey is delivered to support a project the data will be stored securely on our systems and anonymised once the project is closed.
Anonymised data will be retained for 6 years plus the current year.
Personal data for workshops will be deleted once attendance and engagement with the workshop has finished.
You have the right to access your personal data held in your application file by us. (Access).
You also have the right to have inaccurate data corrected and incomplete data completed. (Rectification).
You have the right to request information to be deleted (Erasure).
You have the right to request us to pause the use of your data only if you have contested the accuracy whilst we verify your application or to stop it’s deletion in the case of a legal claim. (Restriction).
You have the right to object to the processing that is for a task carried out in our and your legitimate interests. (Object).
You have the right to receive or have transferred to another organisation information you have provided to us in a re-usable electronic format. (Data Portability).
Where you have provided consent you have the right to withdraw this at any time. (Consent).
Who we share information with?
The surveys/questionnaires will be carried out via Survey Monkey and Typeform.
All information through this process using the surveys/questionnaires on Survey Monkey is held within the EU in accordance with Data Protection law.
All information through this process using the surveys/questionnaires on Typeform is held within the USA with backups held in Europe in accordance with Data Protection law.