Commonplace - privacy notice

The personal information you give to us through any of our forms relating to Commonplace surveys and consultations and any other personal information we hold about you in this context will be processed by us (East Renfrewshire Council, Eastwood Park Giffnock, G46 6UG) for the analysis of survey or consultation data, or conducting further research where you've expressed an interest in being part of such follow up, or for providing any relevant consultation feedback.

All of the information we hold about you will come from you as an individual. Such information includes your:

• name
• address
• age
• gender
• sex
• sexual orientation
• disability status
• religion
• ethnic or cultural origin
• marital status
• IP address 

We process your information in order to perform a task carried out in the public interest, in terms of the Community Empowerment Act 2015 and subsequent guidance, which needs public bodies to engage our residents and communities.

The law gives certain types of information special significance because of its sensitivity, such as health information and is classed as special category under data protection legislation. If we process this type of information about you in relation to Commonplace responses, we do so on the basis that it's necessary for reasons of public interest, research and statistical purposes.

Without the correct information we'll not be able to accurately analyse and feed back the views of our local communities and residents. This would mean that information which is used to inform the development and delivery of our services would be incorrect. In particular, we'll not be able to understand the views of specific populations and communities including those with protected characteristics as defined by the Equality Act 2010.

We've engaged the services of Commonplace to help us in collecting research and survey responses. Commonplace enables us to set up and operate democratic exercises, through which we can engage with you. We have the appropriate safeguards in place to ensure that your data will be appropriately managed and accessible by our staff who need to do so in order to analyse consultation responses.

More information about how Commonplace will collect and use your information can found by accessing the links below to their privacy and cookie policy

Visit the Commonplace website (opens new window).

We'll hold your information from the end of the year it was provided for a period of 5 years. Your information will be destroyed under confidential conditions after this period.

Full details of how long we keep personal data can be found in our retention schedule (PDF, 2 MB)(opens new window).

If you no longer wish to have your data published email listening@eastrenfrewshire.gov.uk or phone 0141 577 4011.

Depending on why we need to process your information you'll have rights to how your information is used. More information about your rights, including the circumstances in which they apply, can be found within our main privacy policy.

If you've concerns about the processing of your personal data by us, you can contact our Data Protection Officer at dpo@eastrenfrewshire.gov.uk.

For independent advice about data protection, privacy and data sharing, visit the Information Commissioner's Office (ICO) website (opens new window).

Please contact us if you need this information in an alternative format.

This notice will be kept under regular review and was last updated on the 14 November 2023.