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Have your say - join Medway's Citizens' Panel
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What is the Medway Citizens’ Panel?
·A group of local residents who have agreed to help the Council better understand your views and opinions on issues that affect Medway.
·Your opportunity to help influence decision making, voice your opinion and make a difference in Medway.
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What is expected of me as a panel member?
·By agreeing to be part of the Citizens’ Panel you will receive around four questionnaires to complete every year; each questionnaire will cover a range of topics. There will also be short polls in between the questionnaires.
·You may also be invited to take part in digital testing, focus groups or workshops.
What happens with the results of surveys and discussion groups?
·Your response is added to all the other panel member’s responses and the results are used to help us to better understand the issues affecting Medway residents
·The results are passed back to the people who are delivering services and who can make changes; these include service managers, senior council officers and councillors.
·Result reports may be shared with partner organisations where we are working together on a specific issue e.g. reducing crime or improving public health |
Who can join the Citizens' Panel?
· Any Medway resident aged 18 or over is eligible to join the Citizens' Panel. The only restriction we have is that you cannot be a Medway Council employee or a Medway Councillor. |
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Joining the panel is entirely voluntary and you can choose to stop participating at any point. Before joining the panel you should read our privacy notice as this tells you about the information we collect and what we will do with it. |
This notice is about Medway Council and the collection of personal information for the Citizens’ Panel. In this notice Medway Council will be referred to as ‘we’, ‘us’ or ‘our’.
Medway Council is the data controller (contact details below) for the information you provide when joining the Citizens’ Panel. This means it decides how your personal data is processed and for what purposes. |
Medway Council runs a Citizens’ Panel, which is a sample of local residents who have volunteered to regularly to give their views on Medway, the Council and the services it provides. The panel is made up of a group of residents who are representative of the area by location, age, gender and ethnicity.
By signing up to the Citizens’ Panel you will be agreeing to us processing your personal information in the running of the Medway’s Citizens’ Panel. The types of activity this includes is:-
•processing your application when you join the panel;
•corresponding with you about the Citizens’ Panel, Panel questionnaires and opportunities to take part in digital testing, focus groups or workshops;
•adding demographic and location information to your response when you complete a questionnaire.
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We will collect and process the following personal information about you:-
•Your name
•Your postcode
•Your month and year of birth
•Your ethnicity
•Your sex
•If you have a long term illness or disability
•Your email address |
When applying to join the panel there are three types of information you will provide: who you are (including demographics), where you live (location information) and how you can be contacted. We provide more detail below about how we use each category of information.
The information will be used by Medway Council to create a database of residents who have agreed to be part of the Citizen’s Panel. This database will be held securely within Council systems and used to run the Panel.
Your information will not be passed to any third parties unless we are required to do so by law for example as part of a criminal or fraud investigation.
The information you provide will not be used to report on individual responses. We will combine your response with all the other responses we receive to create statistical reports of the results of the panel to allow us to identify trends in responses between different groups of users. |
The information below explains how we use each of the three categories of data.
Who you are
You must provide your name to be able to join the panel, we will only use this when communicating with you about the panel.
Your name will never be added to a survey response.
If you do not want to provide your name then you cannot join the panel. |
The demographic information (month and year of birth, sex, ethnicity and if you have a long term illness or disability) you provide is used to:-
·make sure the panel make-up is similar to that of Medway as a whole.
·identify a range of participants for digital testing, focus groups or workshops.
·determine your age group from your month and year of birth; we will only use your age group when reporting. We ask for your month and year of birth as you are agreeing to be a member of the panel and may fall into a different age group at the time of each survey.
·help us understand the demographics (age group, sex, ethnicity and long term illness or disability status) of who has responded to surveys and if there are any differences between groups. |
We will add your demographic information to each survey you respond to. This helps us understand who has responded to the survey and if there are any differences in responses between groups of respondents.
As we need to be able to compare the demographics of the panel to the population as a whole you will need to provide your demographic information. If you do not want to provide your demographic information you cannot join the panel. |
Where you live
The location information (your postcode) you provide is used to:-
·determine if you are a Medway resident,
·determine the area (ward or other standardised areas) that you live in,
·make sure the panel make-up is the similar to that of Medway as a whole based on location,
·add to the information we hold about you with data from companies such as Experian who collate household information to provide information about different household groups. |
We will add your area information and household group to each survey you respond to. This helps us understand who has responded to the survey and if there are any differences in responses between different areas and household groups.
Your area or household group may be used when identifying participants for focus groups or workshops.
Your postcode will never be added to a survey response.
You must provide your postcode to be able to join the panel, if you do not want to provide this information then you cannot join the panel. |
How you can be contacted
We will use the contact details (e-mail) you provide to get in touch about Citizens’ Panel, Panel questionnaires, and opportunities to take part in digital testing, focus groups or workshops run by or on behalf of us.
On occasion we may also use your email address to make you aware of focus groups or workshops being held by other organisations that are not being directly run by or for Medway Council, but where the Council has an interest. We will never pass on your personal information, and if you choose to participate in these groups you will provide your personal information directly to that organisation and be subject to their processing arrangements. We will ask specifically for your consent to do this as part of your joining application. |
If you contact the Citizens’ Panel with a query, comment, compliment, complaint or other communication about a Council Service that is not the Citizens’ Panel we will ask for your consent before passing on your details to another council department.
The contact information you provide will not be shared with other council departments or other third party organisations unless there is a requirement by law.
You must provide your email address to be able to join the panel, if you do not want to provide this information then you cannot join the panel. |
We will keep your personably identifiable information for as long as you are a member of the Citizens’ Panel.
After you leave the panel (withdraw your consent) we will retain your information for 12 months to deal with any complaints, queries or other ongoing contact you have regarding the panel. During this time we will not use (process) your data for any other reason than dealing with you about your complaint, query or other ongoing contact.
There may be occasions where we have to retain your information for longer where the information may be subject to legal or criminal proceedings. |
We will retain information about your sex, age group, ethnic group and ward or other standardised area as part of the surveys you have completed as they form part of the results for that survey. This information has been pseudonymised; that means that your personal information has been replaced by a field which makes it harder to identify a person for example instead of using your month and year of birth we would use your age group.
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We will process your data as you have given your consent to join the Citizens’ Panel, after you have joined the panel we have a legitimate interest in the processing of your personal data for the specific purposes outlined in the ‘how we use your information section’.
We will ask you for your consent for aspects which are not vital for the running of the panel at each relevant point of the recruitment questionnaire.
As we are using your personal information for the Citizens’ Panel on the basis of your consent, you have the right to withdraw that consent at any time. You can do so by e-mailing citizenspanel@medway.gov.uk and withdrawing your consent. This is one of your data processing rights, a summary of your other rights can be seen below.
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The right to be informed – You have the right to be told how your personal information will be used. This notice, and shorter statements we use in our communications, are intended to be a clear description of how your data may be used.
The right of access - You can write to us asking what information we hold on you and to request a copy of that information. This is called a Subject Access Request. We will have 30 days to respond to you once we are satisfied you have right to see the requested records and we have successfully confirmed your identity. Details on how to submit a Subject Access Request can be found on our data protection page. |
The right to rectification - If you believe our records are inaccurate you have the right to ask for the records concerning you to be updated. This enables you to have any incomplete or inaccurate data we hold about you corrected. We may need to verify the accuracy of the new data provided to us. You can let us know about any changes to your information by emailing citizenspanel@medway.gov.uk.
The right to erasure – this is also known as ‘your right to be forgotten’. If you withdraw your consent for the processing of your data we will delete the personally identifiable information we hold about you.
The right to restrict processing – you have the right to restrict our processing of your data in some cases for example if we disagree about the accuracy of the data. |
The right to data portability – as you have given your data by consent you have the right to request a copy of your personally identifiable information. This information can be passed directly to you or a third party in a machine readable format.
The right to object – as you have given your data by consent you do not have the right to object to your data being processed, but you are able to withdraw your consent at any time you choose by emailing citizenspanel@medway.gov.uk. You do have the right to object to your data being used for direct marketing purposes. |
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Rights in relation to automated decision making – In a situation where a data controller is using your personal data in a computerised model or algorithm to make decisions “that have a legal effect on you”, you have the right to object. For example if you were applying for a mortgage or finance products. We do not undertake complex computerised decision making that produce legal effects. |
If you would like to contact us for more information about the Citizens’ Panel or would like to change your details you can contact us by email at citizenspanel@medway.gov.uk or in writing to the Citizens’ Panel, Medway Council, Gun Wharf, Dock Road, Chatham, ME4 4TR.
If you have any queries or complaints about this privacy notice please contact us:-
Data Protection Officer; Gayle Jones on 01634 334329, by email at GDPR@medway.gov.uk or write to the Data Protection Officer, Medway Council, Gun Wharf, Dock Road, Chatham, ME4 4TR.
If you are unhappy with the response to a complaint you have made you can contact the Information Commissioner’s Office:-
By phone on 0303 123 1113, online at www.ico.org.uk or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Last updated 24 July 2018 |
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Do you wish to join the Citizens' Panel and give your permission for Medway Council to use your personal data as stated in our privacy policy? |
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By agreeing to join the Citizens' panel you are confirming that you are not:-
- An employee of Medway Council
- A Medway Councillor
- Under 18 |
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Thank you for your initial interest in Medway's Citizens' Panel. Unfortunately as you do not want to give your permission we cannot process your personal information and you are unable to join the panel. If you change your mind you can apply at any time . Please close your internet browser now to end this application. |
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What is your ethnic group? |
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Do you have any long-standing health problem or disability?
Long-standing means a health problem or disability that has lasted, or is expected to last, at least 12 months. |
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About You - Where you live |
About You - How you can be contacted |
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In our privacy notice we said that on occasion we may also use your email address to make you aware of focus groups or workshops being held by other organisations that are not being directly run by or for Medway Council, but where the Council has an interest. We will never pass on your personal information, and if you choose to participate in these groups you will provide your personal information directly to that organisation and be subject to their processing arrangements. |
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You can join the citizens panel without having to take part in the surveys with other organisations if you prefer. |
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Do you give your permission for us to use your email address to contact you about focus groups or workshops being held by other organisations that are not being directly run by or for Medway Council? Medway Council will not share your information with any third parties. |
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After you have completed this application we will check all your information and make sure we have all the correct details for you.
We will then use the information you have provided to send you Citizens’ Panel questionnaires; we send them out every three months (roughly February, May, August and November) and some short questionnaires in between these times.
Medway Council may contact you in between these questionnaires to take part in digital testing, a focus group, or a workshop.
You can contact Medway Council with any questions or to let us know if you are moving, no longer want to be part of the panel or if you want to make any other changes by email; citizenspanel@medway.gov.uk. |
Please press submit to complete your application.
After you press submit you will be taken to the Medway Council website. |
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